Records Management Assistant and Archivist

Detail of the vacancy notice

• Directorate: Directorate for Members, Plenaries, Strategy​​
• Management: no
• Unit/Service: Unit A.1 - Services to members​​​​
• Grade: AST1-AST9
• Location: Brussels

Your job and responsibilities

In today’s institutions and organizations, the shift towards paperless and digital operations calls for efficient and secure systems for managing electronic records and documents as part of a broader digital transformation. Equally important is the need to define the scope of permanent preservation and to guarantee long-term access to this information. At the same time, effective knowledge management and the promotion of information accessibility play a central role in empowering staff and supporting informed decision-making. These efforts contribute to building a culture of transparency, institutional memory, and strategic use of knowledge across the organisation.

Do you want to contribute to a challenging change process involving all areas of the institution, focused on modernizing the European Committee of the Region’s (CoR) knowledge management, records, and archives? Are you eager to bring your expertise to this context and to play an active role in change management efforts aimed at introducing a new culture of recordkeeping, preserving institutional memory, and enhancing knowledge management? Would you like to be involved in supporting communication initiatives, in reporting, and in coaching users to ensure effective application and learning? If you are passionate about records management, archiving, preserving and enabling access to essential knowledge that supports the Committee’s work, ensuring transparency, and fulfilling responsibilities for historical preservation, we invite you to apply! Your expertise will help structure information, facilitate access, safeguard critical knowledge, contribute to the design of information systems, and provide clear evidence of the Committee’s activities.

As a Records Management Assistant you will:

• Assist to the Records Management Officer (RMO) with the development and the correct application of the records management policy, covering all aspects of registration, filing, preservation and transfer of documents (both paper and electronic);
• Efficiently manage and organize records to streamline description of access to and safeguard of critical knowledge;
• Help design and implement information systems that enhance accessibility and retrieval of data;
• Initiate projects to improve efficiency in document and records management with the view to make full use of the Records Management Systems and reduce the use of paper in the CoR;
• Contribute to the analysis of established workflows in document and records management in the different Directorates, with the view of simplifying and streamlining processes and making efficiency gains;
• Assist with elaborating archiving and records management procedures, including internal planning, co-ordination and reporting at local level;
• Handle and process requests for access to documents in accordance with the applicable regulations.

As an Archivist you will: 

• Assist with elaborating and updating archiving and records management rules and procedures, including the filing plan and preservation schedule;
• Organising and managing the CoR archives, including the receipt of files and ensuring their appropriate archival description in accordance with established archival standards;
• Developing procedures applicable to documents: i.e. electronic document management and archiving system (GED-SAE);
• Arrange and describe the institution’s historical archives fonds and organise their transfer to the Historical Archives of the European Union;
• Ensure public access to documents taking account of the relevant provisions concerning information security and personal data protection.

The day-to-day job will imply i.a.:

• Ensuring the accurate implementation of regulations, procedures, and internal guidelines in the area of record/document management, archiving and access to documents;
• Contributing to the design, monitoring, modernisation and improvement of business processes related with record/document management, archiving and access to documents as well as with other horizontal projects managed by the Directorate;
• Close cooperation and communication with colleagues from other Directorates (Records producers, Business Managers and/or Project Managers);
• Actively participating in inter-service meetings and working groups and representing the Committee in inter-institutional bodies;
• Developing training modules, materials and procedures and animating training or coaching sessions to ensure that all users are well informed;
• Performing tasks related to the digital projects assigned to the Unit/Sector and participate in projects related to record/document management, archiving and access to documents;
• Internal planning, co-ordination, follow-up and reporting;
• Providing operational support to the Information Hub subsector, contributing to synergies and collaborating with other units and services involved in information and knowledge management; it may also entail performing research in available knowledge sources to provide information of interest with staff and Members of the CoR, be it on request or on own initiative.

Are you the talent we are looking for?

General abilities and capacities required

• Think with a critical spirit, analyse and solve problems pragmatically.
• Assess critically credibility and reliability of sources, data and information and use relevant digital tools to carry out the duties.
• Organise own work, demonstrate responsibility, identify priorities, take appropriate decisions and deliver results.
• Adapt to an evolving working environment, demonstrate commitment and adopt constructive attitude at all times. Remain effective and flexible even during periods of heavy activity.
• Take initiative to achieve individual and shared objectives, demonstrate ownership and work autonomously.
• Learn and professionally develop to continuously enhance job performance and knowledge of the organisation and working environment.
• Work together with others in a constructive way by contributing to diverse and inclusive working environment. Demonstrate respect and courtesy at all times.
• Convey information and relevant opinions clearly and concisely both orally and in writing, facilitate interaction and engage effectively with others. Treat confidential or sensitive information accordingly.

Job-specific requirements

• You have a thorough knowledge of one of the official languages of the European Union and a satisfactory knowledge of another of the EU official languages. For functional reasons, a good command of English and/or French is required.
• You have a good command of IT applications and tools, such as Outlook, Excel, Word and SharePoint, including AI tools in a secure environment.
• You preferably have a background in Information Sciences (archives, document and records management).
• You are familiar with electronic document and records management systems (such as Documentum).
• You have experience with historical archives management tools.
• You have experience managing digital projects, and you are familiar with project management methodologies such as Agile and PM2.
• You have an experience in developing projects aiming to modernise work processes and workflows, including through digital solutions.

Assets

• Relevant professional experience in the field of records management and/or processing (paper or digital) archives within the European institutions (and use of the related tools such as ARES, Adonis etc.) constitutes a strong asset.