JOB DESCRIPTION

The mission of the PMO (Paymaster Office or Office for the administration and payment of individual entitlements) is to provide a high-quality and user-friendly service to beneficiaries by promptly and accurately managing, determining and paying individual rights and expenses (e.g., salaries, pensions, sickness insurance reimbursements and mission expenses).

Within the PMO, the PM0.5 unit, based in Luxembourg, is composed of three sectors: the Joint Sickness Insurance Scheme (JSIS) (001), Travel expenses (reimbursement of mission expenses and experts’ and candidates’ expenses) (002) and the management of the Laissez-Passer (LP) and Visas (003 – sector located in Brussels).

PMO 5.003 Laissez-Passer and Visas is in charge in Brussels to operate the central services supporting the issuance of the new format of the EU Laissez-Passer and the collection of visas for mission officers and colleagues posted in EU delegations. Our customers are the European Commission, other EU institutions and agencies having signed an agreement (Service Level Agreement) for these matters. The sector is divided into two teams: the Front-Office (being directly in contact with the applicants), and the Back-Office (dealing with subsequent tasks related to EU Laissez-Passer and Visas requests processing).

WE PROPOSE

We propose an interesting position as an Administrative Agent in charge of the archiving of files, who will join the Back-Office team.

Under the authority of the Head of Sector and the Team Leader, you will:

• organise the numbering and classification of cabinets and racks for the physical storage of the files (different per institution/agencies/EU bodies),
• organise the efficient storage of EU LP application files for documents in circulation,

With a view to guaranteeing equal access to all, the Commission recruits from an open database of spontaneous applications. The present call for interests aims at helping the recruiters to identify potentially interested candidates within this database.

• maintain the accurate status of all EU LP files in the register / lifecycle management system,
• collect returned EU LP documents that need destruction,
• retrieve the paper files linked to returned EU LP documents,
• prepare the list of EU LP documents for next destruction session,
• store incoming application files in the archive cabinets and racks,
• Organise the efficient storage of EU LP application files for documents at their end-of-life,
• file and archive the remaining paper files at their end-of-life,
• Perform, occasionally, enrolments or deliveries of EU LP documents.

This position is under administrative supervision by the Team Leader of the Back-Office. The tasks involve physical presence in the office to manipulate the hard copies and files in the archiving room. An internal training is provided at the starting time to be able to handle the dedicated infrastructure and master the IT applications in use, which are isolated from the corporate applications for security reasons.

The EU LP & Visas Central Services welcome the applicants and partners from 08:30 until 12:30 and from 14:00 until 16:30 every working day. Because of this schedule, teleworking is exceptional and the job is in physical presence in the office almost permanently.

WE LOOK FOR

We look for a well-organised, proactive, dynamic and motivated colleague. He/she will be required to provide customer service with due regard for confidentiality, with a good knowledge and understanding of the different EU bodies. Experience in the field of document management and historical archiving is an asset. Candidates should be familiar with missions’ procedures and the protocol in use for Foreign Affairs.

In addition, he/she will demonstrate:

• Good organisational and planning skills;
• Proven ability to classify and maintain significant amount (thousands) of physical files;
• A sense of teamwork and collaboration;
• Autonomy and pro-activity;
• Good ability to communicate clearly and in a structured manner both orally and in writing with rigour and precision;
• Flexibility with regard to new requirements, procedures, technologies;
• Analytical capacity;
• Experience and ease with IT solutions and Office applications

Operational knowledge of French or English is essential, and good knowledge of the other language is a strong advantage. Knowledge of any other language is an asset.

HOW TO EXPRESS YOUR INTEREST?

In practice, to express your interest, please follow the subsequent two steps:

1. If you are not registered yet in the open EPSO database, please do so at the following address: CAST Permanent. Please select under selection procedures for contract agent the CAST permanent profile that best suits your education and experience.
2. You should send your documents in a single pdf in the following order:
3. your CV 2. completed application form.

Please send these documents by the publication deadline to PMO-PUBLICATIONS- [email protected] indicating the call for interest reference EC/2025/PMO/496794 in the subject.

No applications will be accepted after the publication deadline.