Clerical Officer

Reference number: 2025/8/AST

Type of contract: Temnporary staff (open-ended), full-time

Function group & grade: AST 1

Salary: Minimum basic monthly salary 3,603,50 EUR and benefits

Timing written and oral tests: June/July 2025

Candidates shortlisted by: July 2025

About the EPP Group

The Group of the European People’s Party (EPP Group) is the largest and oldest group in the European Parliament. As a centre-right group, the Group is committed to creating a stronger Europe, building on its people and working towards the benefit of all Europeans. It is aiming to reach a more ambitious and a more self-assured Europe where everyone has an equal opportunity to succeed. In its day-to-day business, the Group and its Members can rely on the multinational secretariat providing high quality political, administrative and technical support.

Department

Several Directorates in the Group are looking for clerical officers.

Job description

The Clerical officer fulfils a supranational function within the EPP Group Secretariat and carries out, the following functions and duties:

• Assisting the Head of Unit/Director and administrator(s) with daily administrative tasks.
• Organising meetings, business trips, and events, including preparing relevant documentation.
• Drafting memos, notes, and minutes of meetings.
• Managing correspondence (paper and electronic), including transmission, filing, and follow-up.
• Handling diary management, appointment scheduling and telephone calls.
• Word processing and finalisation of documents (e.g. page layout, formatting, tables).
• Maintaining and updating filing systems (paper and electronic) for efficient record-keeping.
• Assisting the Head of Unit/Director in the performance of human resources management (holiday requests/sickness leave, teleworking arrangements, inputting annual staff reports).
• Preparing statistical reports and graphical analyses related to the unit’s activities

The post of Clerical Officer in the Secretariat of the EPP Group requires high availability, including frequent meetings and occasional irregular working hours. The role demands flexibility, strong organizational and planning skills, attention to detail, and sound judgment to effectively manage administrative and clerical tasks. Successful candidates must demonstrate excellent coordination and communication skills, both oral and written, as well as proficiency in IT tools. A proactive mindset, adaptability to varying workloads, and the ability to handle multiple priorities in a dynamic, high-pressure environment are essential.

The ideal candidate should be discreet, resilient under pressure, and capable of problem-solving in an evolving setting. A strong sense of responsibility, teamwork, and the ability to interact with diverse stakeholders are key to ensuring the smooth execution of the unit/directorate’s activities.

Frequent travel outside the place of work is required, in particular several days per month in Strasbourg during the plenary session.

Job requirements

Candidates must 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, followed by at least three years’ relevant professional experience OR professional training or professional experience of an equivalent level;
• diploma/professional training in Administration and Office Skills is an asset;
• after obtaining the educational qualifications required for this competition at least two years of professional experience relevant to the duties as described in the job description;
• strong organisational and planning skills, with the ability to manage multiple tasks, deadlines, and competing priorities;
• ability to work under tight deadlines and adapt to changing priorities;
• strong communication skills and the ability to work effectively in a team;
• a thorough knowledge of Croatian, German, Hungarian, Polish or Spanish language (C2);
• for work purposes, a very good knowledge of English (C1);
• a knowledge of other EU languages is an asset;
• a thorough knowledge of the functioning of the European Union institutions and its policies;
• a very good knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint).

Salary & benefits

Successful candidate(s) may be offered a contract as a temporary agent of the type 2(c) for an indefinite period, in accordance with the Conditions of Employment of Other Servants of the European Union (CEOS).

In addition to the basic salary, the following benefits apply:

• Sickness Insurance Scheme enabling access to care worldwide;
• EU Civil Service Pension rights after 10 years of service;
• Annual leave entitlement of at least 24 days;
• Additional specific allowances (e.g. expatriation, household, dependent child, installation), depending on the personal family situation and the place of origin;
• Training and career development opportunities.

General admission conditions

CANDIDATES MUST FULFIL THE FOLLOWING CONDITIONS (art. 12(2) of the CEOS):

• be a national of one of the Member States of the European Union;
• enjoy their full rights as a citizen (have no criminal record);
• have fulfilled any obligations imposed by the laws concerning military service;
• meet the character requirements for the duties involved.

Personal Data

The EPP Group ensures that applicants’ personal data are processed in line with Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data, particularly as regards their confidentiality and security and repealing Regulation (EC) No 45/2001 and Decision N° 1247/2002/EC.

Equal opportunities

The EPP Group is an equal opportunities employer that is committed to diversity and to creating inclusive working environment. We encourage applications from qualified individuals who fulfil the job requirements, regardless of their age, race, ethnic origin, religion or belief, disability, sexual identity or any other characteristic.

INSTRUCTIONS TO THE CANDIDATES

1. RECOMMENDATIONS

Under no circumstances should candidates approach the Selection Committee themselves, either directly or indirectly, concerning this recruitment procedure. It reserves the right to disqualify any candidate who disregards this instruction.

2. SUPPORTING DOCUMENTS REQUIRED

Candidates must provide the Selection Committee with all the information and documents it needs to verify the accuracy of the information given on the application form.

Qualifications, professional experience as well as linguistic knowledge must be accompanied by supporting documents.

Please note that the Selection Committee will base its decisions solely on the information given on the application form and substantiated by the supporting documents attached to it. The qualifications and professional experience which are not proved by supporting document(s) will not be taken into account.

Candidates must attach to the application form the copies of the following documents:

• secondary education and post-secondary education diploma(s);
• employment contracts (if applicable, both the initial contract and additional clauses in case of a fixed- term contract) or certificates, letters or attestations of appointment, indicating the exact nature of the activity performed and clearly indicating the start and end dates of periods of professional experience; Please note that paid traineeships can be considered as professional experience.
• in the case of current professional activity, a copy of the most recent salary slip or a certificate issued by the state revenue service or a signed and stamped certificate by the accountant of your current employer to enable the Selection Committee to calculate the length of professional activity;
• In the case of self-employed activity: tax forms, VAT forms, trade register, social security documents, invoices, etc., to prove the professional experience;
• documents proving the knowledge of the languages (certificates and diplomas). All claims regarding the candidate’s linguistic knowledge must be backed up by certificates and diplomas. In the absence of such documents, candidates must clearly explain, on a separate sheet, how they acquired this knowledge;
• ID card or Passport.

Please note that the documents proving professional experience must be accompanied by an unofficial translation in either English, French or German.

3. HOW TO APPLY

If you wish to apply for this position, please:

1. Complete      in      English     the      online     application      form                     available             on       our          website: https://www.eppgroup.eu/about-us/careers.

2. Upload a Europass CV in English;

3. Upload a motivation letter (max 500 words) in English;

4. Upload the following supporting documents as a single PDF file including

• Proof of education (copy of your diplomas & other certificates),
• Proof of professional experience,
• Proof of linguistic knowledge,
• ID card/Passport

Note that the maximum size of attachment is 15 MB.

5. Click on the “Send” button. You will receive shortly afterwards an acknowledgement email confirming that we have received your application. Should this not be the case, please make sure to check your spam folder.

Any urgent communication from the candidates must be transmitted to the Selection Committee’s secretariat by email (epp-recruitment@europarl.europa.eu).

4. ADMISSION TO THE SELECTION PROCEDURE AND THE TESTS

The selection procedure will be organized on the basis of qualifications and tests (written and oral).

INSTRUCTIONS BEFORE APPLYING

1. The Selection Committee will draw up a list of the candidates who have submitted applications in the form required and by the closing date.

2. Candidates who:

• do not meet the conditions for admission and job requirements;
• do not duly complete the online application form;
• do not attach their CV in Europass format;
• do not attach a motivation letter;
• do not attach the required supporting documents proving their qualifications, professional experience or remove/black out any content of supporting documents;
• do not include an unofficial translation of all supporting documents proving their professional experience either in English, French or German;
• do not attach a copy of the ID card/Passport;

will be eliminated.

3. The Selection Committee will consider the applications; draw up the list of candidates who meet the job requirements, and select, on the basis of previously established criteria, a maximum of 39 candidates whose qualifications and duly attested periods of professional experience best match the tasks to be carried out, who will be admitted to the tests. It will base its decision on the information given on the application form and substantiated by the supporting documents attached to it.

4. Candidates will receive an e-mail informing them of the Selection Committee’s decision on whether to admit them to the tests.

5. If, at any stage in the procedure, it is established that the information given in your application form is incorrect or is not substantiated by supporting documents, or that all the conditions set out in the recruitment notice are not met, you will be disqualified.