Archivist/Documentalist (European Council - Brussels)

Offre d'emploi mise en ligne le 17/07/2023


Temporary Agent (AST 3) – Archivist/Documentalist –


Closing date for applications – 1 August 2023







The General Secretariat of the Council (GSC) is the body of staff responsible for assisting two EU institutions:

  • the European Council
  • the Council of the EU, including its presidencies, the Permanent Representatives Committee (Coreper) and the other Council committees and working parties.

The GSC helps organise and ensure the coherence of the Council’s work and the implementation of its 18-month programme. It assists the European Council and its President and supports the Presidency of the Council in negotiations within the Council and with the other EU institutions.

The mission of the Directorate-General for Communication and Information (COMM) is to communicate and provide information about the role and activities of the Council and the European Council.

The Information and Outreach Directorate engages and informs the public about the work of our two institutions, including through key multipliers such as think tanks, academics, students, government officials, non-governmental organisations, and influential bloggers.

The directorate is currently made up of three units dealing with Outreach, Graphics and Publications, and Information Services.

The role of the Archives team is to collect, preserve, organise, describe, and make accessible, both for staff members and people outside the institution, documents kept for administrative or historical reasons. An ambitious process of modernisation is under way as the team faces several new challenges, such as improvement of digitalisation and online services and long-term preservation, while continuing to manage the physical collections.


A Temporary Agent (AST3) Archivist/Documentalist position in the Communication and Information Directorate, in a team committed to contributing to the management of documents and related processes in the Council Archives.


  • collect, sort, index and organise documents (in paper or digital) in accordance with the archival rules;
  • provide archival descriptions of archives selected for permanent retention: this will involve drafting contextual historical descriptions of holdings following international standards (ISAD(G), ISAAR(CPF), ISDF, etc.) and using a digital archiving management system;
  • create or update archival plans and/or classification plans;
  • draw up and update archive inventories;
  • provide support and advice on record and archive management/supervision;
  • manage access for GSC staff and external researchers to records, subject to applicable rules, by carrying out information searches, using internal and external databases as well as other sources of information;
  • process and describe documents and collections in accordance with international archival standards;
  • ensure the consistent application of rules and concepts concerning the description, preservation, storage and transfer of both paper and electronic documents to the Historical Archives of the EU;
  • cooperate with other services in the Council and with external service providers to collect, process, digitalise, store and publish documents and other archival material;
  • participate in tendering processes and public procurement procedures (e.g. drawing up procurement documents, managing contracts);
  • prepare historical archives for declassification.


Eligibility criteria1:

At the time of applying, applicants must:

  • be nationals of a Member State of the European Union;
  • enjoy their full rights as citizens;
  • meet the character requirements for the duties involved;
  • be physically fit enough to perform the duties involved;
  • be below retirement age, which for officials and agents of the EU is set at the end of the month in which the age of 66 is reached;
  • have fulfilled any military service obligations required by national laws
  • have a level of education corresponding to completed university studies of at least three years, as certified by a diploma, followed by at least three years’ experience in at least one of the domains indicated in the above tasks, OR have a secondary (general or technical) education attested by a diploma giving access to post- secondary education, followed by at least six years’ experience in at least one of the domains indicated in the above tasks;
  • have a very good knowledge of English.

Selection criteria:

Candidates should:

  • be dynamic and well-organised archivists, with proven professional experience in the sector;
  • be proactive and motivated archivists, with a strong sense of responsibility and able to carry out a variety of tasks;
  • possess a good knowledge of document and archive management best practices and are familiar with management of metadata and digitisation processes for archival material;
  • be familiar with record and archive management standards and procedures, document retention and disposition policies.
  • be accurate and meticulous, with good prioritising, planning and organising skills;
  • have analytical and comprehension skills and be service oriented team players;
  • sit the written test/case study organised internally by the General Secretariat of the Council and obtain one of the best eight results.

The following will be considered assets:

  • experience in using archival content management systems and technologies applicable to archives;
  • experience in applying metadata standards and schemas;
  • skill with archival tools, workflow implementation, and quality assurance for both paper and digital archives;
  • knowledge of EU institutions and the structure, organisation, functioning and environment of the GSC, the Council of the EU and the European Council;
  • a good knowledge of French.


Send your CV and your motivation letter (maximum size 2MB per document) to email address:, mentioning ’COMM Archivist’ in the subject line.

Your application must reach us not later than 1 August 2023 at 12:00 CEST. Applications must be in English or French.

An acknowledgement of your application will be sent to the email address from which we receive your application.

By submitting your application, you declare that you meet the eligibility criteria. Supporting documents providing evidence of the information given will be requested at a later stage of the selection procedure.


Candidates will be shortlisted solely on the basis of the information given in their application.

First phase: applications will be screened by the selection committee on the basis of the requirements of the job profile set out in the vacancy notice. Only the most suitable candidates for the post will be invited to the next stages of the selection procedure. Given the large number of applications expected, only shortlisted candidates will be informed about the outcome of the screening phase.

Second phase: the shortlisted candidates will be invited for an online written test/case study organised internally by the General Secretariat of the Council.

Third phase: the candidates with the best eight scores in the second-phase written test/case study will be invited for interviews.


It should be noted that the work and deliberations of all selection committees are confidential, and that any attempts by candidates to contact a member of the selection committee are prohibited. Candidates may be disqualified for not complying with these instructions.


The successful candidate will be recruited as a Temporary Agent (AST3), pursuant to Article 2(b) of the Conditions of Employment of Other Servants of the European Union.

The  basic  monthly  salary,  before  any  deductions  or  allowances,  for  grade  AST3  (first  step)  is  currently

€4 259.65. The salaries of temporary staff are subject to a community tax deducted at source and are supplemented by various allowances. The European institutions have their own social security and pension scheme. The jobholder will serve a probation period of nine months. The initial contract will be for a duration of four years. Renewal is possible within the limits set out in the Conditions of Employment of Other Servants (CEOS) (Article 8). The signing of the contract will be subject to a favourable opinion from the Medical Service. The place of employment will be Brussels.


The GSC is committed to diversity and inclusion. We actively seek diversity and promote inclusion among staff. We embrace all differences based on geographical and demographic characteristics and identities and strongly believe that diversity enriches our perspectives, improves our performance, and increases our well-being. We therefore encourage applications from qualified candidates from diverse backgrounds and on the broadest possible geographical basis amongst the EU Member States. For more information click here.


For more information on means of redress please use the following link.

  • Only candidates who comply with the eligibility criteria will be considered for further steps of this selection
  • The purpose of the processing of data submitted by candidates is to manage applications with a view to possible recruitment, in line with Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018, which may be consulted here
  • Please note that any selection procedure can be terminated at any stage in the interests of the service.

Link: Agent(e) temporaire (AST3) — Archiviste/Documentaliste – Consilium (