Administrative Assistant European Medicines Agency Amsterdam • Driessen

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Join the European Medicines Agency in Amsterdam as a Scientific Administrative Assistant and support vital veterinary and regulatory work across the EU.

What will you be doing?

In partnership with the European Medicines Agency (EMA), we are currently looking to recruit an experienced Administrative Assistant to the Veterinary Strategic Support Office. As a Scientific Support Assitant you are responsible for providing secretarial support to the overall activities of the service. You are experienced in drafting clear correspondance, managing files, statistics, data and databases. The position is set to start as soon as possible. EMA is located in Amsterdam with its office at the Zuid-as.

The Role of Scientific Administrative Assistant

As a Administrative Assistant you will be responsible for providing secretarial support to the overall activities of the service, in particular for initial marketing authorisations and post-authorisation procedures and working parties as required. Contribute to the management of files, statistics, data, databases, tracking lists, mailing lists and correspondence relating to the specific tasks assigned.

Role specific duties & responsibilities

The duties of the role are performed under the supervision, including guidance and support, of temporary staff. As Administrative Assistant you will be:

• Contribute to the management and coordination of overall activities relating to pre- and post-authorisation activities;
• Provide accurate and timely administrative and organisational / logistic support in the preparation and follow-up of internal and / or external scientific, regulatory and procedural meetings;
• Prepare and ensure publication of relevant documents using pre-defined templates and formats where appropriate;
• Contribute to the management of files, statistics, data, databases, tracking lists, mailing lists and correspondence relating to the specific tasks assigned;
• Develop and update SOPs (Standard Operating Procedures), WINs (Work Instructions), user manuals, guidance documents and templates;
• Use administrative and procedural knowledge to identify potential difficulties, escalating issues to scientific staff and management as necessary;
• Contribute to the development and improvement of the processes;
• Provide regulatory and procedural support and guidance within scope; be the first contact point for the relevant internal and external stakeholders (e.g. European Commission, colleagues in other parts of the Agency, (co)rapporteurs, applicants, National Competent Authorities);
• Co-operate with colleagues across departments and divisions in the Agency.

The specific tasks of an individual job holder, linked to this role description, are further detailed and referenced in:

• Procedure Coordinator for initial marketing authorisation and post-authorisation procedures of veterinary CAPs;
• Secretariat activities related to Working Parties (no SAWP) meetings;
• Required to receive and convey information, orally and/or in writing, of a routine/standard nature;
• Rreceive, understand and transfer factual information without any modification. e.g. following SOPs, WINs, established rules, policies and processes; formulating responses to simple enquiries;
• Draft simple material, letters, reports or presentations with clearly defined exchanges of information.

Requirements

• 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, and appropriate professional experience of at least three years;
• Up to 6 years of full time relevant professional experience;
• Excellent administrative skills;
• Experience working in a regulatory environment characterised by processes and procedures, SOPs, WINs or other guidance documents is essential;
• Potential desirable criteria include proven experience in dealing with knowledge and understating of commonly used IT tools and systems, such as SIAMED, EPPIT, EVVET, and meeting platforms;
• Proof-reading skills;
• Knowledge of the EU regulatory framework;
• Knowledge of (business) process management;
• Previous experence as a administrative/project/team/personal assistant;
• Experience in organising large and complex meetings/events with multiple stakeholders;
• In working in different EU regulatory bodies or multinational organizations;

Core competencies

• Administrative excellence;
• Corporate communication;
• Event and meeting management;
• Adaptability and agility;
• Coping with pressures and setbacks;
• Analysing and problem solving;
• Team collaboration;
• Cross-cultural sensitivity;
• Continuous learning and self-development.

Where will you be working?

The European Medicines Agency (EMA) is a renowned organization that protects and promotes public health through the evaluation and supervision of medicines for both humans and animals. The office in Amsterdam offers a dynamic and multicultural working environment. The work atmosphere is professional, yet also collegial and supportive.

What we offer

• A competitive salary, equal to function group FGIII, starting with 3.759,07 and a maximum of 4.812,16 euro gross per month, depending on your qualifications;
• Opportunity to work in the multicultural environment of a EU Agency at the Zuid-as in Amsterdam;
• You will be granted vacation days and you receive 8.33% vacation pay on your earned salary;
• Pension from your first working day via STIPP;
• Assistence at the end of an assignment or employment to help you find a new job;
• We also offer free participation in various training courses and workshops.

• Ons team met adviseurs staat altijd voor je klaar, ook bij vragen over plezier in je werk, mantelzorg of je financiële situatie.
• Gratis opleidingen en workshops zowel online als op locatie door de beste trainers.
• Betaal minder belasting met onze reiskosten-uitruilregeling.
• Korting op je (zorg)verzekeringen en sportabonnement.

Reageer op deze vacature. Heb je een vraag over deze vacature? Neem dan telefonisch contact met Jesse of Karina via 0629637887 of via de button "Solliciteer nu" op deze pagina..