Facilities Archives Assistant

For the European Medicines Agency we are looking for a Facilities Archives Assistant!

Role summary:

Administrative support resource for the Facilities/Archives services at EMA. This role is central to ensuring compliance with archiving legislation, promoting best practices in records management, and facilitating access to information. Key responsibilities include supporting the strategic transition of EMA's historical archives to the HAEU, managing off-site storage and retrieval, maintaining the archive database, assisting staff with daily archiving requests, and contributing to the secure disposal of records. The work is varied, and requires someone who can adapt to different types of tasks, has attention to detail, and enjoys working in an international environment.

Standard role duties & responsibilities:

• Perform duties relating to facilities services of the building and/or other assigned facilities matters
• Ensure compliance with health and safety regulations
• Manage contracts and run procurement procedures when due
• Operate the Facilities Management Desk in conjunction with other team members
• Develop and update SOPs, WINs, and instruction documents related to assigned services
• Provide guidance to managers and staff on relevant facilities matters (e.g., archiving, health and safety)
• Maintain and develop information on relevant intranet pages

A fulltime (40 hours per week), temporary job from 1-09-2025 until 15-02-2025 (assignment extention is possible)

Salary range:

• 3759,07 gross per month (5 years of experience)
• 4253,15 gross per month (5 - 15 years of experience)
• 4812,16 gross per month (15 years of experience or more)

Interesting and challenging work that brings value to European citizens;

A diverse and stimulating working environment.

The European Medicines Agency (EMA) is a decentralised agency of the European Union responsible for the scientific evaluation, supervision, and safety monitoring of medicines developed by pharmaceutical companies for use in the EU. The agency is located in Amsterdam, Netherlands and employs over 900 people from across the EU. EMA's mission is to protect public health by ensuring that all medicines available in the EU are safe, effective, and of high quality.

Education:

• Post-secondary education or secondary education with access to post-secondary studies, plus at least three years of relevant professional experience

Experience:

• Up to 6 years of full-time relevant professional experience
• Experience in administrative work within a regulatory or public sector environment

Skills & knowledge:

• Facilities management and office services
• Contracting and procurement
• IT tools proficiency (MS Office, teleworking and meeting platforms)

Got excited? Apply until the 15th of August, 2025, by leaving your details on our website via the application button.