Documentation Assistant [26041]

As part of the team you will have the following responsibilities:

• Ensuring efficient archiving, preparing and coordinating internal validation workflows, registering of documents, managing incoming and outgoing correspondence, other administrative support and clerical tasks;
• Maintaining various databases, compiling requested input for various purposes i.e. preparing presentations, organizing team events/trainings, scheduling team meetings, taking minutes, booking rooms, inviting participants etc;
• Administrative support enabling EUSPA personnel to avail themselves of entitlements derived from or duties linked to the regulations and/or the Hosting Agreements in relation to EU bodies, national authorities, governmental bodies and local offices;
• Services might include communication with relevant parties, collection and submission of documents, maintenance of Databases and systems as well as providing guidance & trainings to EUSPA personnel;
• The candidate should be eligible for EU security clearance.

You will have the following qualifications and relevant experience:

• Completed secondary education; a vocational diploma or degree in administration, library/document management, records management, or a related field;
• 1–3 years of experience in administrative support, document handling and controlling, archiving, or workflow coordination.
• Experience in public administration, EU institutions, or international organizations is considered an asset.
• Strong command of document management systems (DMS): registering, archiving, indexing, and version control.
• Proficiency with MS Office (Word, Excel, PowerPoint, Outlook).
• Experience maintaining and updating databases, logs, and tracking tools.
• Familiarity with internal validation workflows, correspondence handling, and archiving rules.
• Fluency in English is mandatory; knowledge of another European language is an advantage.

This job is located in Prague, Czech Republic.

If you think you have what it takes for this job, please send your CV (in English and in Word or PDF) by clicking on the button “Apply for this job” quoting job CZ-HP-26041.

An exciting and dynamic international working environment awaits you!

Inclusive and committed employer, our company works every day to combat all forms of discrimination and promote a respectful working environment. That's why, committed to gender diversity and overall inclusivity, we encourage all applications and profiles.

Inclusive and committed employer, our company works every day to combat all forms of discrimination and promote a respectful working environment. That's why, committed to gender diversity and overall inclusivity, we encourage all applications and profiles. Last apply date: 31/07/2026!