AST.IAJM.2026.01 Document management officer

The position we are recruiting for is currently situated within the Resources and administrative services unit (ADM), and the selected candidate will report to the Head of Sector for Infrastructure and logistics. The jobholder will contribute to and facilitate the development and implementation of the EUDA document management system in accordance with the EU regulations and the specifics of the EUDA. The jobholder will work closely with the Executive office (EXO) and the Information and communication technology unit (ICT). 

https://www.euda.europa.eu/calls/2026/ast202601_en 

Main duties

Document control and management

• Contributing to the design and implementation of the EUDA’s information management policy.
• Contributing to the design and implementation of the EUDA document management (electronic and paper documentation files) system and procedures for the staff.
• Ensuring that the information processed within the EUDA (both in hard copy and electronic format) is in line with the EUDA’s information management policy and other governing policies.
• Ensuring that every document requiring registration is duly recorded according to the document management policies and procedures.
• Ensuring that every important document is stored securely and in line with the EUDA’s information security policy.
• Ensuring that documents are properly processed across the different stages of their lifecycle, including collection, creation/generation; organisation; retrieval, use, transmission; disposition.
• Creating a training module on the documents management system and procedures for the induction course to newly recruited staff.
• Training EUDA staff in the procedures to be followed when dealing with the documents in both hard copy and electronic format.
• Applying best practices and keeping up with developments in the document management field.

Compliance and regulatory adherence

• Maintain a deep understanding of EU regulations on document handling, data protection (GDPR and EUDPR) and compliance.
• Implement rules and procedures concerning registration, filing, archiving and retention of documents and files.
• Conduct regular audits to ensure adherence to standards, flagging and addressing any compliance risks.

Records management and archiving

• Perform ARES user database maintenance: define and update virtual entities, workflows and distribution lists, user profiles, external entities.
• Coordinate archiving processes in line with the EUDA’s retention schedules and policies, ensuring records are systematically managed from creation to disposal.
• Manage the lifecycle of documents, facilitating appropriate access and disposal of records based on regulatory guidelines.

Stakeholder collaboration

• Liaise with the EUDA’s stakeholders and constantly keep up to date information audits for internal controls.
• Liaise with the various EUDA units to understand document needs and provide guidance on best practices for document handling.
• Collaborate with EXO, ICT and compliance teams to address system requirements, security concerns and user needs for effective document management.

Security functions

• Liaise with the various EUDA units to establish staff access rights profiles for the information categories EUDA USE, SENSITIVE and European Union Classified Information in the various information systems of the EUDA.
• Review the access rights of staff members to EUDA information systems in line with the applicable security policy at least once a year.
• Manage the EUDA registry.
• Facilitate ID and access card issuing for EUDA staff, trainees and study visitors.
• Business process review and optimisation: map, analyse and document business processes across the agency.
• Identify inefficiencies, bottlenecks and risks within existing workflows.
• Lead process redesign initiatives to improve efficiency, compliance and service delivery.
• Develop and maintain standard operating procedures and process documentation.
• Establish process performance indicators (KPIs) and monitor continuous improvement.
• Ensure that processes are aligned with digitalisation and automation objectives.

Eligibility requirements

• Be a Temporary Agent 2(f) who, on the closing date for applications and on the day of filling the vacant post, are employed within their current Agency in a grade and function group corresponding to the published function group and grade bracket;
• Have at least two years' service within their agency before moving;
• Have successfully completed the probationary period provided for in Article 14 of the CEOS, in the relevant function group. 
• 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.

Essential requirements

• A university degree in the field of library science, document and information management, records management, information sciences, security, management or related fields.
• At least 9 years of professional experience in a document management role that involves working with document management procedures, systems and standards or working in a registry for classified information.
• Experience in working with document management tools such as the European Commission tool ARES.
• Proven professional experience of working with sensitive or confidential data/information (such as personal data or confidential data).
• Experience in project management.
• Experience in implementing EU or comparable regulatory frameworks related to document handling, data protection (GDPR/EUDPR), or compliance.
• Experience in business process mapping, analysis or optimisation, including drafting SOPs or workflow documentation.
• Very good knowledge of Microsoft 365 products (Office applications, SharePoint, Teams and Copilot) demonstrated by training and/or professional experience.
• Ability and willingness to obtain a security clearance for the handling of European Union Classified Information at the level SECRET UE/EU SECRET.