Administrative Agent (INTERNAL ONLY CALL)

The European Union Agency for Fundamental Rights (FRA) is organising a selection procedure to draw up a reserve list for the profile of Administrative Agent (function group FGII). The selection procedure is published internally.

Background

The European Union Agency for Fundamental Rights (FRA) provides independent, evidence-based advice to policy-makers, to help ensure full respect for fundamental rights across the EU, for everyone. To this end, the Agency collects and analyses information and data on a range of fundamental rights issues, provides assistance and expertise to EU institutions and to EU Member States’ governments, raises rights awareness, communicates its findings and strengthens cooperation and ties between fundamental rights actors.

Administrative Agent

The Administrative Agent will provide administrative assistance to a Head of Unit or to the Director, and/or to an organisational entity as a whole. They play a key role in ensuring the organisation, coordination, and follow-up of the assigned unit’s work as well as in maintaining communication channels with other entities at FRA.

Duties

The Administrative Agent will be expected to carry out the following tasks:

• Providing comprehensive administrative support in daily operations, including proactively managing schedules and appointments, booking and supporting meetings and events, preparing agendas, taking minutes and following up on agreed actions;
• Managing incoming and outgoing correspondence, including monitoring functional mailboxes, routing communications, drafting replies, and ensuring timely follow-up;
• Taking the lead on digital file management and acting as a champion within the designated entity for use of the electronic systems in place at the agency;
• Drafting, formatting, and processing documents, correspondence, minutes, and reports, ensuring clarity, accuracy, and consistency;
• Preparing briefing materials, background documents, and presentations to support meetings and decision-making;
• Processing financial commitments and payments;
• Coordinating requests for input, feedback, or decisions, ensuring deadlines are met and information is consolidated effectively;
• Organising missions, including making travel arrangements and processing expense claims;
• Liaising with internal services, staff, and external partners on administrative and coordination matters;
• Maintaining confidentiality and exercising discretion in handling sensitive information.

Duties applicable to all staff

• Perform any other work-related duties and responsibilities that may be assigned by the manager.

Eligibility requirements

Internal candidates:

Be employed at FRA as a member of contract staff function group II.

Selection criteria

In order to select the best-qualified candidates for the test and interview phase, FRA will assess the following essential and advantageous criteria.

Please note that all essential criteria are mandatory. If a candidate scores zero on any individual essential criterion, their application will not be assessed further. Therefore – it is important that all applications are accurate and clear with respect to the information given.

The following criteria will be considered as essential

• At least 1 year of professional experience with the tasks described under “2 Duties”;
• Demonstrated ability to handle administrative tasks such as prioritising requests, preparing briefings, and coordinating input across units;
• Experience of drafting and editing correspondence and administrative documents in English, the working language of FRA;
• Proficiency in modern office tools and applications such as electronic payment systems, document management systems, e-signatory applications and digital/hybrid meeting tools.

The following criteria will be considered as advantageous

• Professional experience in providing secretarial or personal assistant support to middle or senior managers;
• Proven professional experience in a position related to the aforementioned duties in intergovernmental organisations or EU institutions, agencies and bodies;
• Good knowledge of the EU administrative and financial procedures, or equivalent procedures in an intergovernmental organisation.

Behavioural competencies

In addition to the essential and advantageous criteria, candidates invited to the interview and test phase will also be assessed for behavioural competencies relevant to the position. In particular, the successful candidate will be expected to demonstrate:

• Flexibility and the capacity to adapt quickly to changing circumstances or sudden, unforeseen circumstances;
• Strong collaboration and communication skills, with an ability to build networks to support effective and efficient coordination across teams;
• A drive to continually learn and develop, particularly embracing new technologies and systems for organising and carrying out work;
• Resilience and an ability to remain effective under pressure.

Engagement and conditions of employment

The successful candidate of the internal procedure will be reassigned to the hiring unit for up to 3 years. Their contract, grade, step, seniority in grade and step and contract dates will remain unchanged.