Job Description

Job grade: FGIII

Internal job grade: FGIII

Type of position: Contract agent

Selection procedure reference: EMA/CA/11590

Job title: Assistant (multiple areas)

Talent Pool: FGIII Support Functions

Deadline for applications: 13 October 2026 at 23:59 CET

Salary: 3209,87 Euro (including local weighting) [1] plus benefits (see calculators on the right) (based on a fulltime contract (40hrs/week))

Location: EMA Amsterdam; Netherlands (NL) (relocation to take up duties is mandatory)

About this position:

Join the European Medicines Agency (EMA) and use your administrative expertise to support work that protects public and animal health across the European Union. We are recruiting several Assistants to work across different areas of the Agency in an international, collaborative and purpose-driven environment.

Depending on your experience and the Agency’s needs, you may contribute in one of the following areas:

Scientific Support Assistant – provide administrative and regulatory support throughout the lifecycle of human or veterinary medicines, helping scientific teams deliver timely, consistent and high-quality regulatory outcomes.

Transparency Assistant - process assigned requests to access documents and information following the standard procedures, escalating cases and interacting with stakeholders, as appropriate.

Administrative Assistant – support teams and stakeholders by coordinating meetings, preparing reports and documents, and contributing to projects across the Agency.

Liaison Assistant – help strengthen EMA’s relationships with stakeholders and facilitate scientific and regulatory cooperation between the Agency, EU and international networks, and partner organisations.

What will you do?

• Provide accurate and timely administrative, organisational and logistical support before, during and after internal and/or external meetings (scientific, regulatory and procedural).
• Prepare, format and publish clear, high-quality documents using established templates and standards.
• Maintain files, databases, statistics, tracking tools, mailing lists and correspondence relating to your portfolio.
• Develop and update standard operating procedures, work instructions, user manuals, guidance documents and templates.
• Anticipate potential issues, use sound judgement to address routine matters and escalate concerns when appropriate.
• Contribute ideas that simplify processes, improve quality and strengthen the service provided to colleagues and stakeholders.

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 three years of administrative experience relevant to one or more areas covered by this vacancy notice, gained in a structured environment governed by established processes, procedures, standard operating procedures (SOPs), work instructions or comparable guidance.
• Experience developing or updating standard operating procedures, work instructions, user manuals, guidance documents or templates.
• Experience maintaining databases, entering and checking data, and producing basic reports or analyses.
• Experience working with a range of internal or external stakeholders.
• Experience drafting clear and professional communications for different audiences.
• Confidence using digital tools and systems, including Microsoft Office, virtual meeting platforms and document management systems.
• Experience monitoring deadlines, deliverables or regulatory submissions.

Skills & Knowledge

• A high level of accuracy and attention to detail.
• Sound judgement and the ability to handle sensitive information with discretion.
• A basic understanding of the EU 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:

Experience

• Experience working in an EU regulatory body, public-sector organisation or multinational environment.
• Knowledge of the EU regulatory framework

Selection process

We aim to keep the process clear, efficient and fully remote. Applications will be assessed on an ongoing basis according to the following indicative timeline:

• Week 1, until Sunday at 23:59 – submit your application
• Week 2 – eligibility check and shortlisting
• Week 3 – preliminary assessment, which may include recorded videos, written or cognitive tests
• Weeks 4–5 – final interview with the Selection Committee; up to 12 candidates may be interviewed each week, with additional successful candidates scheduled in subsequent weeks
• Week 6 – candidates are informed of the outcome

Only candidates who meet the eligibility criteria will be assessed by the Selection Committee.

Applications will be evaluated consistently against the need to have requirements and competencies set out in this vacancy notice.

Candidates must meet each mandatory requirement (Need to Have requirement, Role competencies, Sub-family competencies, Grade specific competencies, and Core Competencies) at the relevant stage of the process; strong performance in one area cannot compensate for not meeting another mandatory requirement.

Before the launch of the selection process, the Selection Committee determines which criteria and competencies will be evaluated at each stage. Some may be assessed only at the interview or test stage.

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 support a fair and structured assessment, in addition to completing their application, all applicants must answer a standard set of pre-screening questions covering the mandatory requirements, role competencies and sub-family competencies. The Selection Committee will verify the answers provided against the information contained in the overall application.

Eligible candidates who demonstrate that they meet all mandatory requirements and possess the required role and sub-family competencies may progress to the preliminary assessment stage. the 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

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.

Those candidates will also 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.

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

EMA generally offers a renewable five-year contract, although a shorter contract may be offered in some circumstances. You will join an international organisation in Amsterdam and contribute to work with a direct impact on public and animal health in Europe.

The successful candidate must relocate to the Netherlands to take up the position. The remuneration package includes the stated salary and may include additional benefits, subject to the applicable EU Staff Regulations and individual circumstances.

Domenico Scarlattilaan 6 - 1083 HS Amsterdam - The Netherlands

Telephone +31 (0)88 781 6000 - Email recruitment@ema.europa.eu

© European Medicines Agency, 2020. Reproduction is authorised provided the source is acknowledged.