Document Management Agent - European Commission (FGII, Brussels)

About this position

The summary below is published by European Commission 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:

• Know and apply implementing rules for document management and archives
• Ensure quality control checks on the Advanced Record System (ARES)
• Manage ARES application including creation and validation of external persons/organisations
• Manage ARES access via virtual entity management and file properties
• Create and close ARES files in collaboration with DMO team
• Perform quality controls to ensure compliance with e-DOMEC rules
• Assist in managing DGT's central archives including inventory management and archives destruction
• Provide coaching and support to ARES application end-users

Are you eligible?

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

• Education: Post-secondary education attested by a diploma OR secondary education attested by a diploma giving access to post-secondary education
• Experience: Appropriate professional experience of at least three years (if secondary education qualification)
• Languages: English (C1), French (B2)
• Key skills: Advanced knowledge of document management rules and methodologies, Thorough knowledge of office IT applications, Thorough knowledge of remote collaboration tools used at the Commission, Proficiency in Outlook, Word, Excel, M365, Well-organised and conscientious, Service-oriented with strong sense of responsibility, Excellent interpersonal skills, Proactive and autonomous work style, Strong communication skills, Reliable team player
• Eligibility: Citizen of an EU Member State and enjoy full rights as a citizen; have fulfilled any obligations imposed by applicable laws concerning military service; physically fit to perform the duties; produce appropriate character references; have passed an EPSO CAST in Function Group II or be registered in the EPSO CAST database

Selection process

The notice describes the following selection steps:

• Selecting unit chooses candidates with appropriate profile from EPSO database
• Candidates invited to interview
• Selection panel assesses candidates
• Successful candidate undergoes mandatory pre-recruitment medical check-up

Contract and working arrangements

Contract duration: Contract Type 3b.

Working arrangements: Based in Brussels; hybrid teamwork required; DG split across the Ardennes.

Hiring unit: DG for Translation (DGT), Unit DGT.R.1 – Internal administration & facilities.

Position details

Reference

EC-2026-DGT-519327

Directorate-General

DGT - Translation

Vacancy Notice

Download PDF

Last Verified

27 August 2026

Position overview

This is the official EU Careers listing for Document Management Agent at European Commission based in Brussels at the FGII grade level (Contract Agent). The vacancy reference is EC-2026-DGT-519327. It is hosted by DGT - Translation, the Directorate-General responsible for this policy area. The role falls under the Translation domain.

Document Management Agent

in DG for Translation (DGT) of the European Commission

Job title: Document Management Agent

Domain: Translation/Information and Document Management

Where : Unit DGT.R.1 – “Internal administration & facilities”, Brussels/Luxembourg

Function Group : FG II

Contract Type : 3b

Express your interest until : 15/09/2026 - 12.00 (noon, Brussels time)

WE ARE

Directorate R supports DGT in accomplishing its mission and achieving its objectives by facilitating

a respectful, inclusive and optimum working environment for staff and by purposefully managing

DGT's human, financial, information and ICT resources. It helps DGT to develop through strategic

people management, efficient processes and working methods, flexible workplaces and state-of-

the art tools.

Within Directorate R, the “Internal administration & facilities” unit (R.1) is responsible for:

- Implementing DGT policy on infrastructure and logistics, in close cooperation with OIB and

OIL. This includes the management of office space, office furniture and supplies, meetings

& videoconference rooms.

- Implementing the Commission's security policy in DGT. This includes the management of

DGT secure translation rooms, the coordination of DGT's business continuity plan and

personal data protection activities.

- Operating DGT's document administration centre and managing the central archives of DGT

- Managing registered and express mail in Brussels.

- Coordinating the Duty Officer procedure for urgent translation requests.

- Raising awareness on ergonomics and well-being issues (together with the HR unit) via

information campaigns and training events.

- Coordinating the implementation of the Commission's Eco-management and audit scheme

(EMAS) in DGT.

- Providing digital and printed resources supporting DGT core business through DGT library

activities and enhancing visibility of the translation profession by managing DGT museum.

The unit is marked by a vibrant, friendly and collaborative environment formed by 20 colleagues

spread between Brussels and Luxembourg. (Reference: Call for interest EC-2026-DGT-519327)

WE PROPOSE

The Document Management Agent will join the Document Management team in our unit, working

closely with DGT Document Management Officer (DMO). While the role is based in Brussels, our DG

is split across the Ardennes, meaning the position requires proficiency in digital collaboration tools

and hybrid teamwork.

The successful candidate will demonstrate proficiency in online communication tools as several

DGT units are trans-Ardennes and the Document Management team offers support and assistance

to the entire DG.

The successful candidate is expected to have advanced knowledge of document management rules

and methodologies. The candidate must perform tasks in an autonomous way and be capable of

advising and assisting other DG users.

Additionally, and in particular, the candidate must also:

- Know and apply the implementing rules for document management and archives.

- Ensure quality control checks on the Advanced Record System (ARES), which is the general

records management system of the European Commission, documents and files

particularly regarding metadata encoding, information access and preservation.

- Manage the ARES application according to DGT internal work methods including:

- Creation and validation of external persons/organisations.

- Access to ARES via virtual entity management / file properties, under the

supervision of the DMO.

- Creation and closure of Ares files in collaboration with the DMO team.

- Perform quality controls to ensure compliance with e-DOMEC rules within DGT and escalate

cases requiring the DMO intervention.

- Assist in managing DGT’s central archives including: inventory management, archives

destruction and the preparation of archives for the transfer to the Historical Archive

Service.

- Provide coaching and support to the end-users of the ARES application and assist

secretariats with practical questions related to Ares and the harmonisation of document

management procedures.

- Provide operational and administrative support, particularly for management of the DGT

museum in Brussels.

- Provide secretarial and clerical support to Director R to assist with his Brussels-site

activities.

This position is being published in conjunction with the launch of the “Keep what Matters” corporate

exercise which highlights the Document Management teams across the DGs and requires

heightened attention and support for the DG. Additionally, the relocation and settling of the DGT

archives and museum following a series of moves in both Brussels and Luxembourg adds an extra

layer of challenges to the role.

The post is ideal for a proactive, quick-learning candidate who is adaptable and works well in a

team. (Reference: Call for interest EC-2026-DGT-519327)

WE LOOK FOR

A well-organised, conscientious and service-oriented colleague with a strong sense of responsibility

and excellent interpersonal skills. The ideal candidate will work proactively and autonomously,

delivering results in a structured manner. (S)he is a reliable team player with strong communication

skills, capable of explaining complex topics to the end-users. Have thorough knowledge of office IT

applications and remote collaboration tools used at the Commission - Outlook, Word, Excel, M365.

Knowledge of the Advanced Record System (ARES), which is the general records management

system of the European Commission, and of SharePoint Online are considered an advantage.

The candidate should be able to work confidently in an English-speaking environment. Knowledge

of French would be an advantage.

HOW TO EXPRESS YOUR INTEREST?

With a view to guaranteeing equal access to all, the Commission recruits from an open database of spontaneous applications. The present call for interests aims at helping the recruiters to identify potentially interested candidates within this database.

In practice, to express your interest, please follow the subsequent two steps:

1. If you are not registered yet in the open EPSO database, please do so at the following address: CAST Permanent . Please select under selection procedures for contract agent the

CAST permanent profile that best suits your education and experience.

2. You should send your documents in a single pdf in the following order: 1. your CV 2. completed application form. Please send these documents by the publication deadline to DGT-R-1-

[email protected] , indicating the call for interest reference EC-2026-DGT-519327

in the subject.

No applications will be accepted after the publication deadline. (Reference: Call for interest EC-2026-DGT-519327)

ANNEX

1. Selection

 Am I eligible to apply?

You must meet the following eligibility criteria when you validate your application :

Our rules provide that you can only be recruited as a contract agent at the European Commission if you:

General criteria:

- Are a citizen of a Member State of the EU and enjoy full rights as a citizen;

- Have fulfilled any obligations imposed by applicable laws concerning military service;

- Are physically fit to perform the duties linked to the position;

- Produce the appropriate character references as to suitability for the performance of the duties.

- Have passed an EPSO CAST in the relevant Function Group for this position. At the stage of the application, it is sufficient to be registered in the EPSO CAST data base.

Qualifications:

(a) Have a level of post-secondary education attested by a diploma OR

(b) a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years.

Only qualifications issued or recognised as equivalent by EU Member State authorities (e.g. by the Ministry of Education) will be accepted.

Languages:

- have a thorough knowledge (minimum level C1) of one of the 24 official languages of the EU 1

- AND have a satisfactory knowledge (minimum level B2) 2 of a second official language of the EU, to the extent necessary for the performance of the duties.

 What about the selection steps?

The selecting unit chooses from the EPSO database 3 candidates with the appropriate profile and

invites them to an interview. For the interview a selection panel is set-up to assess the best

1 The official languages of the European Union are: BG (Bulgarian), CS (Czech), DA (Danish), DE (German), EL (Greek), EN (English), ES (Spanish), ET (Estonian), FI (Finnish), FR (French), GA (Irish), HR (Croatian), HU (Hungarian), IT (Italian), LT (Lithuanian), LV (Latvian), MT (Maltese), NL (Dutch), PL (Polish), PT (Portuguese), RO (Romanian), SK (Slovak), SL (Slovenian), SV (Swedish). 2For details on language levels, please see the Common European Framework of Reference for Languages (https://europass.cedefop.europa.eu/en/resources/european-language-levels-cefr).

(Reference: Call for interest EC-2026-DGT-519327)

candidates. Due to the large volume of applications that we may receive only candidates selected for the interview will be notified.

For operational reasons and in order to complete the selection procedure as quickly as possible in the interest of the candidates and of the institution, the selection procedure will be carried out in English and possibly in a second official language.

3Therefore, candidates who did not pass already a CAST on the level Function Group II, should register their profile at this address: https://eu-careers.europa.eu/en/Cast-Permanent

2. Recruitment

The candidate selected for recruitment will be requested to provide documentary evidence in support of the statements made in the database and, where relevant, the call for interest.

The successful candidate will be required to undergo a mandatory pre-recruitment medical check-up carried out by the Commission.

Salary at this grade

Basic monthly salary at FGII runs from €2,715 (step 1) to €3,072 (top step), giving an annual range of roughly €32,580 to €36,864 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 €434 per month at step 1 of FGII) together with household, dependent-child, and education allowances where applicable. Take-home pay is then adjusted by the country correction coefficient for Brussels. For a worked example see our correction coefficients guide and the EU salaries overview.

Application timeline

This vacancy was first listed on 19 August 2026, 9 days ago.

The application deadline is 15 September 2026, 17 days from today. Late applications are not accepted, so submit through the official EU Careers portal well in advance.

Last verified against the EU Careers feed on 27 August 2026.

Where to learn more

For full responsibilities, requirements, and career progression at FGII see our FGII grade page; for headcount, mission, and other open vacancies at European Commission see the European Commission institution page; for the cost of living, correction coefficient, and other postings in Brussels see our Brussels location page; for related vacancies in the Translation field browse our Translation domain 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.