Office Assistant

Contract length: 5 years (renewable)
Location: Stockholm
Number of candidates to be employed: 1

Is this job for you? 

Are you an experienced administrative professional with a background in administrative support at a high level? You would like to work with diverse teams of professionals from all over Europe, contributing to projects that have a positive impact on public health in Europe and worldwide? 

What will you do? 

You will work in the Disease Programme Unit.

Reporting to a Head of Section, you will be part of a team of approximately 10 to 20 people.

In this position, you will have a wide variety of tasks that will give you the opportunity to:

• Act as central point of contact for all administrative queries for the group/section assigned, as well as liaising with internal and external parties with a high level of service and discretion; 
• Organise medium to large-sized events with external stakeholders using the available tools and including communication with external/internal parties, budget execution and logistical planning; 
• Perform calendar management and scheduling of meetings; 
• Ensure electronic records are kept up to date; 
• Draft correspondence and other documentation, minute taking and relevant follow up; 
• Ensure skills are up to date for using the latest tools available to improve the daily work of the group/section; 
• Stay well-informed with the latest processes and internal workflows to help improve the daily work of the group/section; 
• Contribute to intra- and inter-Unit teamwork and serve as a backup for administrative tasks at Unit level;
• Any other tasks related to your area of work as requested.

What are we looking for?

Formal requirements

For your application to be considered eligible you must fulfil all the following requirements by the application deadline:

• A post-secondary education attested by a diploma*; or a secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of 3 years; 
• Thorough knowledge of one of the official EU languages and a satisfactory knowledge of another official EU language to the extent necessary for the performance of your duties**;
• Nationality of one of the EU Member States or of Norway, Iceland or Liechtenstein and to be entitled to your full rights as a citizen;
• To have fulfilled any obligations imposed by the applicable laws on military service;
• Meet the character requirements for the duties involved***; and
• Be physically fit to perform the duties linked to the post.

You will need to provide appropriate documents to show that you meet all of the above criteria.

Selection criteria

For your application to be evaluated further, you will also need:

• At least 2 years, (following the award of the diploma), of recent, hands-on professional experience acquired in positions relevant to the job description;
• Proven experience of working in an administrative support function within a multicultural working environment, preferably in an EU or international organisation;
• Proven experience of contributing to the organisation of meetings with external participants, including planning, budgeting and communication;
• Experience in preparing correspondence and other documentation for internal and/or external partners; 
• Thorough knowledge of IT tools, in particular Microsoft Office (Word, Excel, Power Point and Outlook) and preferably also an electronic document management system;
• Excellent command of English, both written and spoken.

Additionally, we will assess the following competencies:

• Ability to communicate with individuals on all levels;
• High level of responsibility and ability to take initiative;
• High level of service orientation and the ability to adapt to changing organisational needs; 
• Ability to work under pressure and quality driven;
• Excellent ability to work in a team;
• High level of discretion and ability to handle confidential matters.

Depending on the number of applications received, the selection committee may apply stricter requirements within the aforementioned selection criteria.

Why ECDC ?

You will play an active role in making a tangible difference in public health.

At ECDC you will join a team of more than 400 colleagues with diverse backgrounds and professions who work together for the common goal of helping countries to prevent and respond to outbreaks and public health threats. Every position at ECDC plays an important part, and we cooperate closely for our collective goals. 

ECDC is an equal opportunities employer and encourages applications from all suitably qualified candidates without any distinction on grounds of age, gender, sexual orientation, disability, ethnic or social origin, religion, or belief. 

As an ECDC staff member, you will have the chance to work on or support initiatives impacting the health and well-being of people in Europe.

You will be joining ECDC at interesting times. In October 2022, the European Parliament endorsed an extended mandate that will allow ECDC to adopt a stronger role in supporting EU Member States in the prevention and control of infectious disease threats and improve European preparedness and response. This includes real-time surveillance systems, mobilising an EU Health Task Force to assist local responses in Member States and building a network of EU reference laboratories.

What can we offer you

We offer a competitive salary and a range of benefits, including flexible work arrangements such as teleworking and flexible working hours, health insurance and learning opportunities. 

Depending on your experience, the monthly basic salary usually starts at 2 503, 00 € and is supplemented by various allowances, including as applicable expatriation and/or generous family allowances. Salary is exempt from national tax, instead an Agency tax is deducted. We also provide financial support when relocating to Stockholm. 

Our benefits package is designed to support a healthy work-life balance and we are committed to creating a supportive and inclusive work environment that values the well-being of our employees. 

Learn more about the benefits of joining ECDC 

How does our selection process work?

Our selection process takes, on average, three months from the application deadline. All selection processes include a remote written test and a video conference interview; some selection processes may include additional steps.

After a candidate has been selected for the position, additional shortlisted candidates can be placed on a reserve list. The reserve list may be used when ECDC needs to fill similar positions at the same level in the future. The reserve list is valid until 31 December 2025 and may be extended.

View the different steps in the selection process and see the ECDC-candidate-guide.pdf (europa.eu) for a detailed explanation of the selection and recruitment process. 

When starting a new contract under the EU staff regulations, all new staff must successfully complete a probationary period of nine months.

How do you apply?

To apply for this vacancy, please create/ log in to your ECDC e-recruitment user account.

See detailed instructions on how to apply.

Please submit your application well ahead of the deadline in case of technical issues and/or heavy traffic on the website. After submitting your application, you will receive an automatic email message confirming receipt of your application. Ensure that the email address you provide for your applicant account is correct and that you check your email regularly.

ECDC does not accept applications submitted after the deadline or applications submitted by email, mail or any other means.

Only candidates selected for interviews will be notified. You can see the progress of the selection process from within your e-recruitment account. 

Translations of this vacancy notice in all EU languages can be obtained by using the automatic translation function on this website.

Note: 

While this vacancy notice can be translated into all official EU languages from its English original, the language of day-to-day operations in the Agency is generally English. ECDC therefore prefers to receive the application in English.

Disclaimer: Please note that in the event of any differences in meaning or interpretation between the original English version of this content and a translation, the original English version takes precedence.