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.
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.
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.
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.
Submission of applications and deadline
Candidates are requested to submit their application electronically through the Agency’s website. Only online completed applications submitted in English via the e-recruitment system will be accepted.
Applications must be sent no later than 23/04/2026 13:00 (CET).
Information concerning the status of the selection procedure can be found at http://fra.europa.eu/en/about-fra/recruitment/vacancies .
In case you experience technical problems during your application please contact, recruitment@fra.europa.eu.
Selection procedure
A Selection Committee is nominated by the the Agency’s Appointing Authority.
Eligibility of candidates will be assessed according to compliance with all formal requirements by the closing date for the submission of applications (please see Eligibility Criteria). Only the applications of eligible candidates will be evaluated in accordance with the selection criteria as specified in the publication notice (please see Selection Criteria).
Shortlisted candidates will be invited to participate in the next step of the selection procedure.
The selection procedure will be composed of an interview and a written test. Both parts will be held in English.
Following the results of the interview and the written test, the Selection Committee proposes a reserve list of suitable candidates to the Appointing Authority. The reserve list may be used for filing similar posts depending on the interest of the service.
Candidates should note that inclusion on a reserve list does not guarantee assignment to the post.
Please note that the Selection Committee’s work and deliberations are strictly confidential and that any contact with its members is strictly forbidden. The Appointing Authority reserves the right to disqualify any candidate who disregards this instruction.
Equal opportunities
FRA is an equal opportunities employer and ensures that its recruitment procedures do not discriminate on any ground such as sex, race, colour, ethnic or social origin, genetic features, religion or belief, political or any other opinion, membership of a national minority, property, birth, disability, age, gender identity or sexual orientation.
FRA encourages candidates with disabilities to apply. If you consider yourself to have a physical, mental, intellectual or sensory disability, please indicate any adjustments or arrangements needed, relating to your disability, to recruitment@fra.europa.eu, so FRA can ensure your full and equal participation in the interview.
Data protection
Personal data shall be processed solely for the purpose of the selection procedure.
Please note that FRA will not return applications to candidates. The personal information FRA requests from applicants will be processed in line with Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data. This applies in particular to the confidentiality and security of such data.
Should the candidate have any query concerning the processing of his/her personal data, he/she shall address them to: recruitment@fra.europa.eu .
For further information with regard to the processing of personal data, please see FRA’s Privacy Statement.
Appeal procedures
If a candidate considers that they have been adversely affected by a particular decision, they can lodge a complaint under Article 90(2) of the Staff Regulations of Officials and Conditions of Employment of other Servants of the European Union, at recruitment@fra.europa.eu
The complaint must be lodged within 3 months. The time limit for initiating this type of procedure starts to run from the time the completion of the selection procedure is published here.
Should the complaint be rejected, pursuant to Article 270 of the Treaty on the Functioning of the European Union and Article 91 of the Staff Regulations of Officials and the Conditions of Employment of other Servants of the European Union, a candidate may request judicial review of the act. The appeal must be lodged within 3 months from the date of notification to the following address:
Court of Justice of the European Union
Rue du Fort Niedergrünewald
L-2925 Luxembourg
Luxembourg
It is also possible to lodge a complaint to the European Ombudsman pursuant to Article 228(1) of the Treaty on the Functioning of the European Union and in accordance with the statute of the Ombudsman and the implementing provisions adopted by the Ombudsman. Before the Ombudsman can accept a complaint, it is necessary that the complaint is first addressed to the Agency. Any complaint to the Ombudsman (http://www.ombudsman.europa.eu) must be made within two years of receiving the Agency’s final position on the matter.