Contract Agent/Administrative Assistant

1.The job

Are you an enthusiastic professional in the field of administrative support? Do you enjoy working in a multicultural setting? Would you like to contribute towards ensuring the safe use of chemicals in Europe? We invite applications for the different units at the European Chemicals Agency in the role of Administrative Assistant. You will have an opportunity to work on a wide variety of secretarial and administrative tasks to support the Agency’s management and other personnel.

The European Chemicals Agency is a leading organisation at the EU and international level when it comes to the protection of the environment and the health of European citizens and workers. The successful candidate will interact with a wide range of colleagues at all levels of the Agency, enabling them to deliver their best possible work.

2.Key responsibilities

The Administrative Assistant will provide administrative support to Directors, Heads of Units or operational teams throughout the Agency, including work and cooperation with the horizontal team of assistants. Reporting to the relevant Team Leader, Head of Unit or Director.

The main tasks of the Administrative Assistant will include the following:

Providing general administrative, technical and organisational support services. (e.g., organisation of meetings and events, handling travel and accommodation arrangements, agenda management and taking meeting minutes);

Supporting and implementing processes and workflows, and contributing to their development and improvement;

Supporting the organisational planning, reporting and monitoring activities;

Supporting financial processes (e.g. budget planning, monitoring and reporting, financial documentation, contract management, reimbursements, invoices);

Drafting, editing and formatting of documents;

Managing incoming and outgoing communications with stakeholders and other partners;

Monitoring and follow-up of pending files with respect to deadlines;

Managing and updating databases and document management systems;

Contributing to the development of IT systems (e.g., collecting user specifications, performing testing, preparing instructions, training);

Any other duties as required.

3.Minimum qualifications

a)Successful completion of post-secondary level education attested by a diploma.

Or

b) Successful completion of secondary education giving access to post-secondary education and professional experience of at least three (3) years.

Only qualifications issued by EU Member State authorities or EEA authorities and qualifications recognised as equivalent by the relevant EU or EEA Member State authorities will be accepted.

4.Professional experience

To qualify for this profile, you must have at the closing date for applications a total professional experience of at least one (1) year acquired after achieving the minimum requirements stated out in section 3 of this vacancy notice.

5.Selection criteria

If you meet the eligibility criteria, you will be assessed on the basis of the following selection criteria. Candidates judged most suitable based on the selection criteria will be invited to the next stage of the selection process:

Your academic and professional qualifications and their relevance to the main areas of work listed in section 2.

Your professional experience: Preference will be given to candidates having experience in functions similar to those outlined in section 2. The Selection Committee will assess the range of fields covered, the type and level of work done and its relevance to the areas of work listed in section 2.

The following will be considered as assets:

Experience in providing assistance to management in the role of secretary, administrative and/or management assistant or equivalent;

Experience in providing administrative support to large teams or stakeholder groups;

Experience in applying EU or public sector rules and regulations (for example, procurement);

Proven experience of working in a similar international/multicultural environment. Preference will be given to work experience abroad.

Your academic and professional qualifications, professional experience and knowledge and experience considered as an asset must be described as precisely as possible in your application.

6.How to apply

You can submit your application and find more information (the vacancy notice and application form) on ECHA website (Open positions – ECHA). ECHA is an equal opportunity organisation committed to achieving diversity, as the diversity of ECHAs staff is essential to the Agency’s success.

The deadline to fill in the application form is 16 April 2026 at noon 12:00 Helsinki time (11:00 a.m. CEST).

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