JOB DESCRIPTION

Information and Communication Agent Front desk for authors

Publications Office of the European Union

Selection reference: 0P/C0M/2025/1749 Domain: Support Staff

Where: Unit B.3.001 – ..Author Support and Engagement”,Luxembourg

Staff category and Function Group: Temporary agent 2b-Administrative agent

Grade range: AST/SC1-2

Publication deadline: 08.09.2025 – 12.00 (Brussels time)

WE ARE

Unit B.3 ‘Publishing Advisory Services’ promotes and supports smart and efficient publishing within the EU institutions, agencies and bodies. It is the single entry point for authors requesting the Publications Office’s services and information on publishing. The unit offers editorial advice and assesses the performance of publications to help authors reach their communication goals. In line with the Publications Office’s role as Domain Leader for Publications, the unit coordinates the sharing of information and best practices within the interinstitutional community of practice, through training, newsletters and events.

WE PROPOSE

The colleague will also part-time provide administrative assistance to the unit management and the unit staff in general.

Key tasks include:

• administrative and logistic support to the unit management and unit staff,
• organisation of meetings, missions and document management,
• back up for secretariats of other units of the directorate.

WE LOOK FOR

We are looking for a colleague with a background and some prior experience in the communication, publishing domain or in knowledge management. S/he should be a reliable team player, with an eye for detail and have a vivid interest in promoting knowledge-sharing across a broad and varied group of stakeholders.

The successful candidate should be service-oriented and comfortable interacting with different counterparts, both providing assistance and advice to colleagues and clients. An excellent command of English, both orally and in writing, is necessary; knowledge of French is an asset.

The colleague will work with basic desktop IT tools (Word, Excel, PowerPoint, Acrobat, Outlook, MS Teams, SharePoint). We therefore look for a candidate who is at least proficient in the basic IT tools and eager to learn new IT skills. Good knowledge of the various information systems of the Commission (ARES, Sysper, MIPS, Webdor etc.) would be an asset.

 

HOW TO EXPRESS YOUR INTEREST?

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 [email protected] indicating the selection reference 0P/C0M/2025/1749in the subject.

No applications will be accepted after the publication deadline.

 

We propose a dynamic and interesting job in a small and dedicated team within unit B3. The team’s role is to act as the first point of contact for publications’ identifiers and publishing requests, be the support for the Publications Office’s clients on publishing-related matters. The Front desk for authors is thus the access point for information, requests and assistance on publishing requests and related services.

Key tasks include:

• analysing requests for services and ensuring their feasibility,
• assigning internal and international identifiers (ISBN, ISSN, DOI),
• assigning files to production teams,
• ensuring initial contact with author services in the context of general publications,
• responding to information requests from author services as regards general publications,
• ensuring the description of the procedures concerning service requests’ processing,
• ensuring contacts and communication with the other units of the Publications Office involved in the production and distribution of general publications.