JOB DESCRIPTION

Administrative Support Assistant

in DG Mobility and Transport of the European Commission

Job title: Administrative Support Assistant
Domain: Transport Policies
Where: Unit MOVE.SRD.2 – „Information management and systems“, Brussels
Function Group: FG II
Contract Type: 3b
Express your interest until: 10/09/2025 – 12.00 (noon, Brussels time)

WE ARE

The European Commission’s Directorate-General for Mobility and Transport (DG MOVE) and
Directorate-General for Energy (DG ENER) shape the digital future of our transport and energy
sectors.

DG MOVE and DG ENER Shared Resource Directorate is a common service whose mission is to
contribute to the operations of both Directorates-General through management and support on
audit,
internal control and assurance; budget and financial transactions, supervision of
decentralised agencies; IT systems and security, and management of information resources.

Unit SRD.2 – Information Management and Systems – is responsible for building secure information
systems for both DG MOVE and DG ENER-Brussels in line with their strategic objectives, legislation
and applicable Commission’s rules. In particular, SRD.2 develops and operates around 25
information systems of various dimensions supporting the policies managed by both DGs.

Unit SRD.2 also provides other IT services around Business Intelligence and GIS and is leading the
digital transformation of both DGs into a data-driven administration in line with the corporate EC
Digital Strategy. In addition, it liaises with ENER.E in Luxembourg on some issues of relevance for
the responsibilities of SRD.2 (IT security and internal IT governance).

The Unit is also in charge of security and business continuity management, as well as document
and information management within DG MOVE and DG ENER Brussels.

The Unit consists of approximately 120 people; most of which are external service providers.

WE PROPOSE

A position of administrative support agent to support the Head of Unit and to provide a smooth
running of the unit secretariat. The unit consists of a team of highly motivated, friendly, and
dynamic colleagues. The position contributes to the daily coordination within the unit, including
regular interaction with other units as well as the Director’s office. The position involves providing

(Reference: Call for interest EC/2025/MOVE.SRD/496114)

comprehensive operational and administrative support to the Head of Unit, including managing the
agenda, coordinating meeting requests, and organising his/her missions.

In addition, the selected candidate will perform a range of tasks and functions including:

• Provide daily administrative support for the efficient functioning of the unit e.g. task allocation,
deadline tracking, handling of stakeholder correspondence and following-up on requests from the
hierarchy;

• Provide logistical support for organisation of meetings, booking rooms, sending invitations,
preparing documentation, registering visitors, organising catering;

• Assist the Head of Unit with HR-related tasks;

• Support the Unit in administrative matters by sharing information, providing guidance and
support, arranging travel, and assisting with the onboarding of new colleagues.

• Contribute to manage functional mailboxes of the unit, handle incoming messages and ensure the
efficient dissemination of information;

• Ensure proper document management and filing;

• Perform any other relevant tasks based on the needs of the service.

 

WE LOOK FOR

A motivated, dynamic, well-organised, proactive, and result-driven colleague with excellent team
spirit and a good sense of initiative and responsibility.

The successful candidate would be expected to have:

• Experience working as an administrative support agent

• Proven organisational skills as well as a high degree of flexibility and autonomy combined with
reliability and responsibility;

• Excellent interpersonal skills, enabling effective collaboration with diverse colleagues across the
DG and with other services, and the ability to handle working relations competently and with tact;

• Good knowledge of EN is essential; good knowledge of FR is an asset;

• Ability to anticipate problems and pro-actively propose solutions as well as ability to prioritise in a
high paced environment;

• Knowledge of general Microsoft office applications (Word, Outlook, SharePoint etc) is required and
proficiency in Teams highly valuable;

• A good understanding and working knowledge of administrative procedures of the EU institutions,
including document and briefing management, travel arrangements and leave and absence
management is an asset.

• High IT proficiency with European Commission informatics tools (Ares, REGCOM, AGM, REGEXP
,MIPS+, Basis etc.) is an asset.

HOW TO EXPRESS YOUR INTEREST?

With a view to guaranteeing equal access to all, the Commission recruits from an open database of
spontaneous applications. The present call for interests aims at helping the recruiters to identify
potentially interested candidates within this database.

In practice, to express your interest, please follow the subsequent two steps:

1.

If you are not registered yet in the open EPSO database, please do so at the following
address: CAST Permanent. Please select under selection procedures for contract agent the
CAST permanent profile that best suits your education and experience.
2. You should send your documents in a single pdf in the following order:

2. completed application form.

1. your CV
Please send these documents by the publication deadline to the mailbox [email protected]
reference  EC/2025/MOVE.SRD/496114 in the subject.

indicating

interest

call

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No applications will be accepted after the publication deadline.