Document management officer - European Union Drugs Agency (AST4, Lisbon)

About this position

The summary below is published by European Union Drugs Agency on the official vacancy notice. Our own analysis — salary realism, comparable openings, career trajectory, language profile — follows further down the page.

Key responsibilities

According to the vacancy notice, the role centres on the following duties:

• Contributing to the design and implementation of the EUDA's information management policy
• Contributing to the design and implementation of the EUDA document management system and procedures
• Ensuring information processed within EUDA complies with information management policy
• Ensuring every document requiring registration is duly recorded according to policies and procedures
• Ensuring important documents are stored securely in line with information security policy
• Ensuring documents are properly processed across their lifecycle stages
• Creating a training module on document management system and procedures for induction
• Training EUDA staff in document handling procedures for hard copy and electronic formats

Are you eligible?

Check these requirements from the notice before investing time in an application:

• Education: University degree in library science, document and information management, records management, information sciences, security, management or related fields
• Experience: At least 9 years of professional experience in a document management role involving document management procedures, systems and standards or working in a registry for classified information
• Languages: official language of the European Union (C1), another official language of the Europe… (B2)
• Key skills: Experience with document management tools such as ARES, Proven professional experience working with sensitive or confidential data/information, Project management experience, Experience 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), Ability and willingness to obtain security clearance for handling European Union Classified Information at level SECRET UE/EU SECRET
• Eligibility: Be a national of one of the Member States of the European Union, Norway or Türkiye; have fulfilled any obligations imposed by laws concerning military service if applicable; produce appropriate character references; be physically fit to perform the duties; have post-secondary education attested by a diploma or secondary education attested by a diploma giving access to post-secondary education wit…

Contract and working arrangements

Contract duration: 5 years.

Hiring unit: Resources and administrative services unit (ADM).

Position details

Reference

AST.2026.01

Last Verified

24 July 2026

Position overview

This is the official EU Careers listing for Document management officer at EUDA based in Lisbon at the AST4 grade level (Temporary Agent). The vacancy reference is AST.2026.01.

Job vacancy

Status:

Open

Published date: 26.06.2026

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).

### 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.

## Call details

* Open date:26.06.2026 * Closing date: 27.07.2026, 23:59 (Lisbon time) * Type of call:Job vacancy * Contract type:Temporary Agent * Reference:AST.2026.01 * Grade:AST4 * Duration of contract:5 years

### Eligibility requirements

* Be a national of one of the Member States of the European Union, Norway or Türkiye; * Have fulfilled any obligations imposed by the laws concerning military service, if applicable; * Produce the appropriate character references as to the suitability for the performance of the required duties; * Be physically fit to perform the duties of the post. * Have 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. * Have at least nine years of relevant professional experience starting with the first position occupied after the completion of the diploma or certificate required for admission to this selection procedure, as mentioned above. * Possess a thorough knowledge (mother tongue or minimum level C1) of one of the official languages of the European Union and, a proven satisfactory knowledge (minimum level B2) of another of these languages to the extent necessary for the performance of the required duties.

### 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.

## Ready to apply?

If you think this sounds like you and you are ready to apply, click on the button below and fill in your application on our e-Recruitement site.

[Apply here](https://e-recruitment.euda.europa.eu/e-recruitment/)

You can learn more about the selection process on our main [Job vacancies page](https://www.euda.europa.eu/about/jobs).

Salary at this grade

Basic monthly salary at AST4 runs from €5,438 (step 1) to €6,153 (top step), giving an annual range of roughly €65,256 to €73,836 before tax and allowances. Steps increase automatically every two years; the figures here are taken from the salary grid in the EU Staff Regulations.

Eligible staff posted away from their country of nationality also receive an expatriation allowance worth 16% of basic salary (around €870 per month at step 1 of AST4) together with household, dependent-child, and education allowances where applicable. Take-home pay is then adjusted by the country correction coefficient for Lisbon. For a worked example see our correction coefficients guide and the EU salaries overview.

Application timeline

This vacancy was first listed on 6 July 2026, 20 days ago.

The deadline of 27 July 2026 has now passed and this position is no longer accepting applications. Browse other current openings via the links below.

Last verified against the EU Careers feed on 24 July 2026 (2 days ago).

Where to learn more

For full responsibilities, requirements, and career progression at AST4 see our AST4 grade page; for headcount, mission, and other open vacancies at EUDA see the EUDA institution page; for the cost of living, correction coefficient, and other postings in Lisbon see our Lisbon location page.

New to EU careers? Our beginner's guide walks through entry routes, EPSO competitions, and what to prepare. For application logistics see application tips and EPSO competitions.