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Secretary/Administrative Support (Legal Service)

EUROCONTROL - Supporting European Aviation
Brussel

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Vacaturegegevens

Voltijds

Kwalificaties

Microsoft Powerpoint
Frans
Microsoft Excel
DocuSign
Administratieve ervaring
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Tijdsbeheer

Volledige vacaturetekst

Function title: Secretary/Administrative Support (Legal Service)
Reference: NOC-DG-2026-FGII/1139
Location: Brussels
The selected candidate must reside either at this location or within a reasonable proximity that allows for the satisfactory execution of their duties.
Information about living in Brussels
Nature of the competition: Internal and external competition
Applicable regulations: Conditions of Employment of Contract Staff at EUROCONTROL
Function group: Function group II
Job level: 4-7
Generic post: Secretary
Number of posts: 1
Duration of engagement: 3 Year(s) - renewal or conversion of the contract is possible under certain conditions see “Useful information” section
Security clearance: EUROCONTROL, NATO or EU Secret
Directorate/Service: DG/JUR - Legal Service
Working arrangement: EUROCONTROL operates a hybrid working model that combines onsite presence with remote work opportunities. Remote working is subject to specific limits set out in internal rules and must align with business needs and managerial approval. Please note that full-time remote work is not permitted.
Competition publication date: 02/07/2026
Competition closing date: 13/08/2026 (23:59 Brussels time)
Reserve list: Applicable -

Your team

Within the Office of the Director General, the Legal Service provides legal counsel and institutional advice to the Director General, the Agency, and the Organisation. The Legal Service plays a key role in ensuring legal compliance, safeguarding the Organisation’s privileges and immunities, and representing EUROCONTROL in legal matters.

Your role

Your role will be to:

Provide secretarial and administrative support including agenda management, drafting documents (letters, routing sheets, etc.), timely dispatching of information, preparing files and presentations for meetings, taking notes, managing office supplies etc.
Process various documents, visa requests (e-visa, DocuSign), and internal circulation, and coordinate the dispatch to external parties (e.g. law firms).
Organise and update the Legal Service databases, ensuring accuracy, timeliness, confidentiality, proper filing, version control, and easy document retrieval.
Provide support for the execution, planning, and monitoring of administrative operations related to ILOAT cases, internal procedures, and document management.
Follow up pro-actively and track progress of legal submissions and support the preparation including proofreading (in French and English) of ILOAT submissions in coordination with the Head of the Legal Service and legal experts, and ensure dispatch within the deadlines and timely follow-up of actions.
Support internal staff management processes including absences (ChronoTime), mission requests (NTPS), etc.
Provide secretarial/administrative support to individual projects as required and assist with tools and systems (e.g. Teams, SharePoint, Copilot) ensuring efficient operation.
Assist with budget tasks, including tracking invoices and supporting payment processing.
Carry out any other administrative or secretarial task in line with the main purpose of the job.

Required qualifications, experience & competencies

Candidates must fulfil one of the following educational and professional experience requirements:
- Completion of secondary education attested by a diploma giving access to post-secondary education and relevant professional experience of at least 3 years. A secretarial or office administration education is considered a strong advantage.
- Completion of post-secondary education meeting European Qualifications Framework (EQF) Level 5 attested by a diploma and minimum 1-year relevant experience in a secretarial or administrative function. A secretarial or office administration education is considered a strong advantage.
Experience in the use of Microsoft 365 applications (e.g. SharePoint, TEAMS, Excel, Word, PowerPoint, etc.)
Drafting skills in English and French.
Knowledge and/or experience in the following would be considered an advantage:
- ChronoTime (time management system)
- New Travel Policy System (NTPS): SAP Concur
- Conference Facilities Management Tool (COFM)
- e-visa and/or DocuSign
Result focus: you strive to meet work expectations.
Planning and organising: you display an organised and methodical approach.
Quality focus: you deliver a consistent quality in work.
Communication: you foster two-way communication.
Team work: you display a collaborative approach.
Confidentiality and discretion.
Ability to work in a multinational and multicultural environment.
Professional conduct in line with the corporate behaviours of the Agency, i.e. result-driven, readiness to change, customer focus, integrity and team-player approach.
The working languages of the Agency are English and French. For this particular job, candidates must be proficient users of English and French at level C1.
The levels relate to the European-framework-reference Common European Framework of References for languages (CEFR).

Useful information

Applications will be accepted from nationals of EUROCONTROL Member States only.
The selected candidate may be required to provide documentary evidence confirming they meet the minimum education requirements. They will be informed if and when specific evidence is needed. Please note that no offer (for external candidates) or appointment (for internal candidates) will be made until the necessary evidence, if required, is validated.
The selected candidate will be engaged in accordance with the provisions of the Conditions of Employment of Contract Staff at EUROCONTROL.
Conditions depending on current type of engagement
Contract staff engaged for a determined period
- Retain their current type of contract duration.
- Continue under their existing contract duration, as contract durations are not cumulative.
- The duration of their contract will therefore not restart upon selection to the new post, i.e. the remaining duration of their current determined contract continues to apply.
- Renewal(s): This contract may be renewed several times, but its total duration, including all renewal periods, may not exceed nine (9) years.
- Conversion: Conversion to an undetermined duration contract is possible where all of the following cumulative conditions are met: the post is confirmed as being of a lasting nature; the staff member has completed at least five years of service; the staff member’s performance has been satisfactory; and the conversion is in the interests of the service. Conversion is therefore not automatic.
Contract Staff engaged for an undetermined period
- Retain their current type of contract duration.
At the end of the 3 Year period of the post for which they were selected:
- If the assignment is extended, they will continue in the post in accordance with the applicable rules.
- If the assignment is not extended and/or the duties are not confirmed as being of a lasting nature, they will be transferred to another post corresponding to their previous generic post, job level, and function group.
The selected candidate must successfully complete a probationary period of nine (9) months before being established in the post.
The selected candidate shall be engaged in principle at the basic grade of the advertised grades.
Candidates declared suitable who are not selected for the post will be placed on a reserve list for similar roles. The reserve list will be valid for one year from the closing date of applications.
Information on salary and benefits can be found on our Careers site
EUROCONTROL is an equal opportunities employer. We are committed to equality and diversity. In the event of equal merit, preference may be given to the applicant from the under-represented diversity characteristics in order to complement diversity of teams and rebalance the workforce.
Candidates should go to our Careers site and read the tips on how to apply.

Job Detail

Reference number NOC-DG-2026-FGII/1139
Date posted 02/07/2026
Closing date 13/08/2026

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