Assistant (multiple areas) - #50062

Job grade: FGIII.08 Internal job grade: FGIII Type of position: Contract agent Selection procedure reference: EMA/AD/11432 Job title: Assistant (multiple areas) Talent Pool: FGIII Support Functions Deadline for applications: 28 June 2026 at 23:59 CET Salary: 3209,87 Euro (including local weighting) [1] plus benefits Location: EMA Amsterdam; Netherlands (NL) (relocation to take up duties is mandatory) About this position: The European Medicines Agency (EMA) is looking for professionals to provide administrative support across Agency various organisational entities We are looking to fill multiple roles. Examples: Scientific Support Assistant – provides administrative and regulatory support across lifecycle of human or veterinary medicines, contributing to the assessment of their safety, efficacy, and quality and helping to deliver consistent, high quality regulatory outcomes Access to Documents Assistant – is responsible for the process of management of access to documents (ATD) requests as per the assigned ATD portfolio, answering RFIs and interacting with stakeholders, as appropriate Administrative Assistant - provides administrative support to various stakeholders, including coordinating meeting logistics and planning, preparing reports, and contributing to projects across different areas of activity Clinical Data Publication Assistant – is responsible for the process of management of Clinical Data Publication procedures within the assigned portfolio and interacting with stakeholders, as appropriate Liaison Assistant - supports the coordination and strengthening of the Agency’s relationships with a wide range of stakeholders and contributes to the Agency’s operations and facilitates scientific and regulatory collaboration between EMA/EU, international networks, and relevant stakeholders Among other duties pertinent to the roles above, you will:

• Provide accurate and timely administrative and organisational / logistic support in the preparation and follow-up of internal and / or external scientific, regulatory and procedural meetings;
• Prepare and ensure publication of relevant documents using pre-defined templates and formats where appropriate;
• Contribute to the management of files, statistics, data, databases, tracking lists, mailing lists and correspondence relating to the specific tasks assigned;
• Develop and update SOPs (Standard Operating Procedures), WINs (Work Instructions), user manuals, guidance documents and templates;
• Use administrative and procedural knowledge to identify potential difficulties, escalating issues to scientific staff and management as necessary;
• Contribute to the development and improvement of the processes.

Apply if you meet these eligibility criteria: General conditions
1. Full rights as a citizen of a European Union Member State, Iceland, Liechtenstein or Norway;
2. Thorough knowledge of English (at least level C1) and a satisfactory knowledge of another official language of the European Union (at least level B2);
3. Fulfilled any obligations imposed by applicable laws concerning military service
Specific conditions
1. A level of post-secondary education attested by a diploma, or a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years
General Condition 1 and Specific Conditions 1 will be verified firstly based on the application form and then you will be required to provide documentary evidence at the interview stage. Failure to present these documents may result in the disqualification from the selection procedure. Only eligible candidates will be assessed by the Selection Committee in accordance with the Assessment Criteria below.
You will also need: Experience

• At least 3 years of relevant professional experience in working in an environment characterised by processes and procedures, SOPs, WINs or other guidance documents.
• Experience developing and updating SOPs (Standard Operating Procedures), WINs (Work Instructions), user manuals, guidance documents and/or templates
• Experience in database management and analysing i.e. data entry and basic reporting;
• Experience in stakeholder management;
• Experience in drafting various types of communication;
• Experience using IT tools, applications and systems, including MS Office (including document management, formatting and editing , virtual meeting platforms);
• Experience In tracking deadlines, deliverables, or regulatory submissions.

Skills & Knowledge

• Attention to details;
• Ability to handle sensitive information with discretion;
• Basic understanding of the European Union institutional and working environment.

Competencies you need to have: Role competencies

• Continuous improvement, Intermediate
• Prioritising and organising, Basic

Sub-family competencies

• Administrative excellence, Intermediate
• Event and meeting management, Intermediate
• Corporate communication, Intermediate
• Applied knowledge, Basic

Grade competencies

• Adaptability and agility, Basic
• Coping with pressures and setbacks, Intermediate
• Analysing and problem solving, Intermediate

Core competencies

• Ethics and integrity, Basic
• Team collaboration, Intermediate
• Customer centricity, Basic
• Results orientation Basic
• Communication, Intermediate
• Cross-cultural sensitivity, Intermediate
• Continuous learning and self-development, Basic

For more information about definitions of competencies and associated proficiency levels, please refer to the EMA Competency Framework These are considered nice to have: Education

• Bachelor in the field of studies specific to the role; alternatively, certificates or diplomas showing attendance of specialisation courses on matters relevant to the role;

Experience

• In document management systems and managing complex administration;
• As administrative/project/team/personal assistant;
• In organising large and complex meetings/events with multiple stakeholders;
• In working in different EU regulatory bodies or multinational organizations.

Skills & Knowledge

• Knowledge of the EU regulatory framework;
• Knowledge of (business) process management.

Certificates

• Certified administrative professional;
• Business writing and document production;
• Records management;
• Event and project management.

Selection process
The assessment of candidates will be conducted on an ongoing basis according to the following indicative schedule:

• Week 1 (until Sunday 23:59) – application
• Week 2 – eligibility and shortlisting stage
• Week 3 – preliminary assessments consisting of a series of written tests
• Week 4 and 5 - final interview with the selection committee (we will interview a maximum of 12 candidates. If more candidates are passing the preliminary assessment, they will be defer to following weeks for interviews.)
• Week 6 – results to the candidates

Only eligible candidates (see eligibility criteria) will be assessed by the selection committee. Please note that if you fail in any stage of this process, you cannot reapply for this role within the same application cycle.
Suitability and qualifications of eligible candidates will be assessed against the assessment criteria and competences in different steps of the selection procedure.

Note: Candidates who fail any assessment linked to any Need to Have requirement, Role competencies, Sub-family competencies, Grade specific competencies, and Core Competencies at any stage of the process are disqualified, despite points on other criteria.

Before the start of the selection procedure, it is decided which criteria and competences will be assessed at each stage of the process. Certain criteria / competences will be assessed / scored only for shortlisted candidates during interviews (and/or tests).
Please consult the Careers at EMA - Guidance on selection and recruitment (section 1.3. selection procedure) for an overview of the criteria and competences assessed at each stage of the process
Shortlisting To allow the selection committee to carry out an objective assessment of all candidates in a structured way, as part of their application, all candidates must answer the pre-defined set of questions based on Need to have criteria, Role competencies and Sub-family competencies.

Only eligible candidates who possess of all Need to have requirements, Role competencies and Sub-family competencies will progress to the next stage (i.e. preliminary assessments), however, the Selection Committee may decide to limit the number of candidates invited to the further stages
Selection Committee may decide to limit the number of candidates invited to the further stages. Please consult the Careers at EMA - Guidance on selection and recruitment (table on section 1.3.6 Preliminary and final assessments) for an overview of the thresholds
All candidates will be assessed by the same selection committee and undergo the same set of assessments. Applications will be considered only once during this selection process.

Assessments
Shortlisted candidates will participate in personality assessments (e.g. SHL occupational personality questionnaire OPQ32) to assess their Core Competencies (pass score is 26 out of 100 points and above). In addition, selected Core Competencies may be assessed throughout the process
Preliminary assessment may include cognitive (e.g. deductive reasoning) assessments
Only candidates who reached specific threshold established by the Selection Committee, will be invited to the final interviews
All assessments will be conducted remotely (i.e. Webex/Teams, remote test, etc.) and will be based on the assessment criteria listed in this vacancy notice
Furthermore, motivation and overall fit for the job and knowledge of EU relevant to role may be assessed
Reserve list and/or job offers
The aim of this selection procedure is to create a reserve list of qualified and suitable candidates. Each candidate having reached the final step of the selection procedure will be notified via e-mail whether she/he has been placed on the reserve list, and relevant Talent Pool
Candidates should note that the placement on a reserve list and/or Talent Pool does not guarantee an employment offer
We strongly encourage that candidates do not apply for the vacancies that are at the same grade and the same subfamily as the Talent Pool they have been placed on, as this will not improve their chances of being considered for a vacant post within the Agency
When a vacancy becomes available, candidates on the reserve list may be contacted for an additional interview
More information about selection and recruitment (including administrative complaint procedure) at the EMA is available at our careers website
Conditions of employment In principle, the Agency offers a five-year renewable contract. Contracts of a shorter duration may be offered to the candidates The successful candidate will be required to relocate to the Netherlands to pick up duties ______________________________________________________________________________________________________
Domenico Scarlattilaan 6 - 1083 HS Amsterdam - The Netherlands
Telephone +31 (0)88 781 6000 - Email [email protected]

Join us to work for every patient in Europe!

Who we are?

Serving a population of 500 million citizens, we promote and protect public animal health in EU Member States, as well as the countries of the European Economic Area, by ensuring that all medicines available on the EU market are safe, effective and of high quality.

What do we offer?

• Meaningful work contributing to protecting the health of every individual and animal in Europe within multinational, multidisciplinary team
• Development opportunities (e.g. internal mobility, mentoring, peer coaching, career reflection programme, etc.)
• Work-life balance (flexible working arrangements, teleworking, generous annual leave plus official holidays)

Benefits

(applicable only to Temporary Agent and Contract Agent vacancies)

• In principle, initial 5 year renewable contract with competitive monthly national tax-free salary and household & children’s allowances (where applicable).
• Privileges including expatriation (for expatriate staff) and education allowances (where appropriate) and additional home leave.
• Relocation assistance.
• Excellent health insurance scheme and social benefits.
• Retirement Pension Plan.