Job Description

DG Office Assistant

Job Reference:Ref.13.26.103

Employer: International Iberian Nanotechnology Laboratory (INL)

Location: Braga, Portugal

DepartmentUnit:DG Office

Number of Vacancies:1

Employment Type: Full time

Contract Duration:24 months*

*Possibility to extend up to 48 months

Open Date for Applications:May12th, 2026

Closing Date for ApplicationsJune 1st, 2026, 23h00m (Lisbon Time)

Key words: #administrative #officeassistant #clericalassistant

We are seeking a dedicated and highly organised DG Office Assistant to support the effective functioning of the DG Office, working directly with the DG Office coordinator and assisting the Director-General and Deputy Director-General.

This role requires a proactive, detail-oriented, and hands-on professional with strong organisational abilities, diplomatic tact, and the flexibility to manage diverse priorities.

The DG Office Assistant will provide comprehensive administrative, secretarial, and clerical support, ensuring the smooth daily operation of the DG Office.

Job Duties

The job duties will be the following:

• Manage DG Office phone calls and general postal correspondence, including but not limited to the Pick&Go service;
• Assist in managing the DG’s and DDG’s appointments, organising meetings, including logistics, catering, and venue arrangements;
• Oversee the management of the INL Office general e-mail inbox;
• Act as office gatekeeper, welcoming and directing visitors with professionalism;
• Assist in the organisation and maintenance of institutional files and documents, ensuring accuracy, accessibility, and proper filing;
• Enter and update data in internal systems, maintaining accurate and current records;
• Assist with secretarial and clerical tasks for Council Sessions and other INL governance bodies;
• Assist in the signature and e-signature workflows for INL’s legal representatives;
• Provide administrative support the DG Officer in the execution of a wide variety of other administrative tasks such as submitting expenses reports, among others.
• Other tasks and responsibilities aligned with the role may be assigned as needed.

MandatoryQualifications

Education

• Degree in Administration, International Relations, or a related field

Experienceand Technical Skills

• A minimum of 2-3 years of relevant experience in administrative or clerical roles;
• Proficiency in MS Office and digital administrative tools;
• Experience in coordinating agendas, travel arrangements and protocol-related activities.

Other PreferredSkills

• Experience working in international organisations, diplomatic environments, or senior executive offices.

Personal Skills

• Demonstrates discretion and integrity when handling sensitive or confidential matters;
• Maintains strong organisational and time management skills to handle multiple priorities efficiently;
• Pays close attention to detail to ensure accuracy in scheduling, documentation and administrative tasks;
• Brings a proactive and hands-on approach, with the ability to anticipate needs and act independently;
• Communicates with clarity, diplomacy and respect in both internal and external interactions;
• Demonstrates flexibly to changing demands and shifting priorities remaining calm and focused;
• Collaborates effectively within a team while also working timely and confidently on individual responsibilities;
• Approaches challenges with sound judgment and a solution-oriented mindset.

Our Benefits

• Competitive salary.
• Tax benefits and other Diplomatic privileges.
• Private health insurance
• Family allowances (according to family situation)
• Free nursery service at INL premises (subject to availability)
• Support for education fees of dependent children
• Relocation support
• 2.5 days per month of annual leave.

How to Apply

The application must be in English and include the followingmandatory documents

a)Cover letter

b)Curriculum Vitae

c)Academic and/or Professional diplomas

Online application instructions:

1. The application is made online by clicking the “Apply” button below;
2. The candidate must complete all required sections of the online application form;
3. The candidate must submit the mandatory documents mentioned above inpdf format by including them in the “Additional files” section using the “Add portfolio” button.

Important note:

Incomplete applications including the failure to provide mandatory documents or providing inaccurate information will result in the application not being considered.

How the Selection Process works

A. Applications eligibility check

This stage will be carried out on the basis of the mandatory requirements, education, experience and technical skills defined for the job, as well as the validation of the mandatory documents. Only candidates who meet the eligibility criteria will move forward to the next stage

B. CV Assessment

The Selection Committee will evaluate the eligible applications based on their CV and other submitted documents and the suitability for the position. The best ranked candidates will be shortlisted for the interview stage(s).

C. Interview(s)

The interview(s) may be done in different formats:video recording, online or onsite.

The question based interview will evaluate the match between the candidate’s profile and the requirements for the position, including the technical and personal skills. To better support this stage, the candidate may be requested to prepare a short presentation.

D. Nomination

The selected candidate will be nominated and formally offered the position, including the disclosure of the contractual conditions.

Additional Information

Application feedback

We highly value your interest in becoming part of the INL experience and it is important for us to maintain good communications with all candidates. No matter the outcome of your application, we will always provide you with feedback

Equal Opportunity and Non-Discrimination Principle

INL follows a non-discrimination and equal access principle, wherefore no candidate can be privileged, benefited, impaired or deprived of any rights whatsoever, or be exempt of and duties based on any possible discriminatory issues.

The advertisement deadline may be extended at any time without previous notice in order to improve the suitability and effectiveness of the recruitment process.

About INL

The INL is an intergovernmental organisation established by its Member States, Portugal and Spain, under international law. As such, INL enjoys a privileged diplomatic and legal status, comparable to that of other international organisations.

This unique status is governed by the INL Statute and the Headquarters Agreement with the Portuguese Republic, which provide both INL and its employees with specific rights and obligations, including:

• Exemption from certain national laws and taxes, as outlined in the Headquarters Agreement, specifically in relation to work-related matters;
• Eligibility for a diplomatic ID card issued by the Portuguese Ministry of Foreign Affairs, which serves as the only residency document required in Portugal for the duration of the employment contract;
• Protocol obligations, including the duty to respect local regulations while exercising privileges with responsibility and discretion;
• Non-application of national labour laws, as INL operates under its own legal framework and Staff Rules, approved by INL Council.

INL’s legal framework is designed to support a diverse and international workforce, enabling the organisation to operate independently from its Member States, drive cutting-edge research, and foster international scientific cooperation.

To know more about INL, please visit our website: http://www.inl.int