ECHA – European Chemicals Agency

Helsinki, Finland


The Administrative Assistant will provide administrative support to Directors, Heads of Units or to the operational teams throughout the Agency. Reporting to the relevant Team Leader, Head of Unit or Director, the main tasks of the Administrative Assistant will include the following:

  • Drafting, editing and formatting of documentation, communication or support material;
  • Managing and updating databases, in particular with respect to deadlines and in accordance to applicable instructions;
  • Providing assistance to the project, team or unit in processing and keeping documents up-to-date in document management systems;
  • Managing incoming and outgoing communications with internal and external customers;
  • Assist in the development of IT systems (collection of user specifications, performing testing, or preparing instructions, etc.);
  • Supporting the financial, procurement and administrative processes in place in the Agency (preparing budgetary and legal commitments, assisting in drafting technical specifications, participating in procurement procedures and assisting in managing the resulting contracts, including verification of deliverables);
  • Providing appropriate support to the organisation of events, including assistance in the preparation of relevant documents, in handling travel and accommodation arrangements, in agenda management and in taking meeting minutes;
  • Providing ad-hoc support to the project, team or unit with regard to planning, monitoring, and reporting activities;
  • Providing assistance to the project, team or unit in setting up and developing and/or optimising processes;
  • Any other duties as required.


a) Successful completion of post-secondary level education attested by a diploma;


b) Successful completion of secondary education giving access to post-secondary education and additional professional experience of at least three (3) years.

Only qualifications issued by EU Member State authorities or EEA authorities and qualifications recognized as equivalent by the relevant EU or EEA Member State authorities will be accepted.


To qualify for this profile, you must have at the closing date for submission of applications minimum one (1) year of professional experience relevant to the job, attained after the fulfilment of the requirements in section 2.2 a) or b).


If you meet the eligibility criteria set out in section 2, you will be assessed on the basis of the following selection criteria. The candidates who are judged to be the most suitable on the basis of the selection criteria will be invited to an interview.

  • Your academic and professional qualifications and their relevance to the main areas of work listed in section 1;
  • Your professional experience: the range of fields covered; the type and level of work done and its relevance to the areas of work listed in section 1.

The following will be considered as assets:

  • Work experience gained in a similar multicultural environment;
  • Experience in providing support to internal and external customers;
  • Experience with IT tools related to ECHA’s responsibilities (e.g. REACH-IT, R4BP, e-PIC);
  • At least two years’ experience in providing assistance to management (for example, calendar management, travel arrangements, support to activities related to Human Resources and ICT).

The academic and professional qualifications, professional experience and experience considered as an asset must be described as precisely as possible in your application.


You can submit your application and find more information (complete vacancy notice and online application form) on ECHA website

The deadline to fill in the application form is 9 April 2018 at noon 12:00, Helsinki time (11:00 a.m. CET).

ECHA - European Chemicals Agency

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