Administrative Coordinator

The Agency

ENISA’s mission is to achieve a high common level of cybersecurity across the Union, by actively supporting Member States, European Union institutions, industry, academia and EU citizens1. ENISA contributes to policy development and implementation, supports capacity building and preparedness, facilitates operational cooperation at Union level, enhances the trustworthiness of ICT products, services and processes by rolling out cybersecurity certification schemes, enables knowledge sharing, research, innovation and awareness raising, whilst developing cross-border communities and synergies. ENISA is located in Athens, Greece (the Agency’s official seat) with a branch office in Heraklion (Crete), Greece and a Local Office in Brussels, Belgium. Further information about ENISA is available on the ENISA website: https://www.enisa.europa.eu/.

The Job

ENISA is seeking to recruit an Administrative Coordinator (AST 4) to coordinate aspects of support and implementation, of key management activities as well as selected tasks under the Agency Single Programming Document in corporate and administrative structures or entities.

The successful candidate will contribute to the efficient delivery of ENISA’s corporate and administrative functions as these arise in line with the needs of the Agency. Potential key responsibilities and tasks could entail:

• Proactively contribute to the organisation, administration and smooth functioning of the Executive Director’s Office, including administering the schedule of Senior Leadership, organising internal meetings of Senior Leadership, as well as other internal key stakeholders, external meetings and business schedules and managing conflicting agenda requirements;

• Maintain contacts across stakeholders, such as members of Governing Bodies, services of the European Commission and other EUIBAs, Host States authorities, stakeholders across Member States and other external stakeholders;

• Follow up on key files for the Executive Director and Senior Leadership and their requirements and have the oversight of relevant files via the Agency’s document management systems;

• Contribute to aspects, which are pertinent to the communication of Senior Leadership with internal and external stakeholders;

• Follow up with assigned tasks, service providers on organisational aspects and contribute by implementing assigned budget and resource planning for organisation of internal events, including processing of invoices and monitoring budget at the technical level;

• Contribute to a common vision and approach to office organisation, while ensuring timely information flows and supporting document management concerning Senior Leadership;

• Carry out any other tasks as assigned.

Qualifications and experience required

3.1 Eligibility Criteria

The selection procedure is open to candidates who satisfy the following eligibility criteria on the closing date and time for application:

• Be a national of one of the Member States of the European Union3 or EFTA4 countries;

• Be entitled to their full rights as a citizen5;

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

• Produce appropriate character references as to their suitability for the performance of the duties;

• Be physically fit to perform the duties linked to the post;

•  a level of secondary education attested by a diploma giving access to post-secondary education, and after having obtained the diploma, at least twelve (12) years of appropriate professional experience, OR a level of post-secondary education attested by a diploma9, and after having obtained the diploma, at least nine (9) years of appropriate professional experience;

• Thorough knowledge of one of the official languages of the European Union (at C1 level) and a satisfactory knowledge of another official European language of the Union (at B2 level) to the extent necessary for the performance of their duties.

3.2 Selection Criteria

Only eligible candidates, who fulfil the above eligibility criteria, will be further assessed by the Selection Board against the selection criteria, solely based on the information provided by the candidates in their application form and the talent screening questions. Candidates must provide concrete results and/or actions they undertook in demonstrating the below criteria and their relevant competences in their application form. Candidates must demonstrate and will be assessed on the following skills and competences:

Technical skills and experience

• Demonstrable experience in management and leadership support at senior level in a complex and/or multicultural environment, with the ability to be results-driven and goal-oriented;

• Demonstrable experience in coordinating administrative outputs and services, including knowledge and experience in coordinating projects and high-level events; 

• Demonstrable skills in contemporary office automation tools and systems (proficiency in standard office tools (MS Office);

• Strong synthesising skills and problem-solving skills, attention to detail, and ability to adapt and build trust;

• Proven ability to handle sensitive information with discretion and professionalism.

Advantageous 

• Have sound communication and interpersonal skills, with ability to build relationships with internal and external stakeholders;

• Be a team player as well as a peer and coordinator of a small assistance team.

• At least 5 years of experience as a personal assistant to CEO or executive leadership will be considered as an asset.

Personal qualities

• Adaptability & growth orientation: Identifies issues quickly, generates effective solutions, and adapts to changing operational needs while maintaining service quality. Recognises strengths and limitations, seeks feedback, and applies lessons learned to improve work processes; supports and develops others.Manages multiple priorities, maintains accurate records, and ensures tasks are completed to a high standard within deadlines. • Collaborative & service focus: Builds trust and promotes cooperation within and across teams, fostering a positive and inclusive working environment. Conveys complex ideas clearly and concisely, tailoring style and content to diverse audiences; listens actively and responds constructively. Anticipates stakeholder needs, provides practical solutions, and ensures security services are fit for purpose and user-focused. Acts with discretion, maintains confidentiality, and upholds ENISA’s ethical standards in all interactions

Core competences (required):

• Cybersecurity technical competence: Basic

• Network and community development: Foundation

• Data analytics and reporting: Foundation

• Policy advising: Foundation

• Communication: Foundation

In addition, the successful candidate should act in line with and abide by the core values of ENISA. An outline of these core values, as well as a full description of the competences required is available here.

NB: Candidates will be assessed in line with the 5 competences of ENISA and the above mentioned selection criteria. In their application, candidates are advised to demonstrate with concrete examples how they possess the above competences at the required level.

Submission of applications

To apply for this vacancy, please use ENISA’s e-recruitment system, complete all required sections of the application and submit it. ENISA does not accept applications submitted by e-mail, mail or any other means. The application must be submitted in the English language, which is the working language of ENISA. Candidates must send their application within the set deadline. In order to be considered, applications must be received by 23:59:59 (Greek time) on the closing date. Once you have submitted your application, you will receive an automatic e-mail message confirming receipt of your application. Please ensure that the email address you provide for your applicant account is correct and that you check your email and spam/junk folders regularly. Applicants are strongly advised to submit their applications well in advance of the deadline, since heavy internet traffic or fault with the internet connection could lead to difficulties in last-minute submission. ENISA cannot be held responsible for any delay related to internet connection issues etc. At this stage of the selection procedure, candidates are not required to send any additional supporting documents with the application (i.e., copies of your ID-card, educational certificates, evidence of previous professional experience etc.). For any questions on the recruitment process or other technical issues, feel free to reach out via email to recruitmentenisa [dot] europa [dot] eu (recruitment[at]enisa[dot]europa[dot]eu).

Read full vacancy notice here