Document Management Officer

WHO WE ARE

Money laundering and the financing of terrorism are major concerns for the EU. They pose significant risks to the EU economy, to the integrity of the EU financial system and, even more importantly, to the security of its citizens.

The Anti-Money Laundering and Countering the Financing of Terrorism Authority (AMLA) was established in June 2024 as a new European Union body to safeguard the European Union’s financial system and its citizens against money laundering and terrorist financing. It is located in Frankfurt am Main, Germany and will expand to over 400 staff members by the end of 2027.
AMLA’s key responsibilities include:

Directly supervising selected financial sector entities that operate on a cross border basis and present a high risk of money laundering and terrorism financing, as well as indirectly supervising other entities in the financial and non-financial sectors
Supporting and coordinating the activities of Financial Intelligence Units (FIUs) by, for example, facilitating the joint analyses of cross-border cases, enabling information exchange, providing capabilities, advanced data analytics and managing the FIU.net information system
Complementing EU Anti-Money Laundering (AML)/Countering the Financing of Terrorism (CFT) rules by developing regulatory and implementing technical standards and issuing guidelines

For more information about the Authority, please visit our website. We are an equal opportunities employer, committed to diversity and non-discrimination.

Are you interested to contribute to our mission? Then see below what it takes to accomplish the role.

YOUR ROLE

As a newly established EU agency, AMLA offers a unique opportunity to shape its centralised Document Management function from the ground up. We are seeking a motivated and detail-oriented Document Management Officer to contribute to the development and implementation of AMLA's document management system in accordance with the EU regulations and the specifics of the Authority.

Key responsibilities for this role include:

Document Management: Designing, implementing and monitoring of AMLA’s document management framework, including policies on document lifecycle, filing plans, records retention and archiving, ensuring alignment with regulatory and operational needs.
Records management systems: Support the development of document, archiving and records management systems in cooperation with IT and other support functions, including translating user needs into technical requirements.
User support and training: Provide guidance and training to AMLA staff on document management practices, including handling of classified and sensitive non-classified information.
Document access and compliance: Facilitate secure access to documents and archived information in line with applicable data protection, confidentiality and security requirements, ensuring proper registration, filing, preservation and controlled transfer of records in accordance with established procedures.
Stakeholder cooperation: Liaise with EU institutions, agencies, and other stakeholders as applicable on document and records management matters, including contributing to audits, supporting internal controls, and coordinating networks of data or records correspondents, contributing to cooperation and exchange of best practices.

The successful candidates might be required to perform other duties as necessary under the responsibility of their line manager according to the evolution and development of AMLA’s structure and activities.

QUALIFICATIONS AND OTHER REQUIREMENTS

Eligibility criteria

To be admitted to the selection process you must meet the following eligibility criteria on the closing date for application and on the date of filling the vacant post:

Be a national of a Member State of the European Union.
Completed university studies of at least 3 years attested by a diploma.
Thorough knowledge (C1 level as per the CEFR [1]) of one of the 24 EU official languages and a satisfactory knowledge (B2 level) of another EU official language for the performance of your duties [2].
Enjoy full rights as a citizen and meet the character requirements for the duties involved [3].
Have fulfilled any obligations imposed by national laws concerning military service.
Be physically fit to perform the duties linked to the post [4].

This vacancy is also open for internal mobility at AMLA and inter-agency mobility at the grade bracket AD5 - AD6.

[1] Common European Framework Reference Language Skills

[2] Mother tongue English speakers will be expected to demonstrate knowledge of a second EU language.

[3] An official certificate confirming the absence of any criminal record must be submitted prior to recruitment.

[4] If you are not currently working for an EU institution, you will be required to undergo a pre-employment medical examination at a center we specify.

Selection Criteria

To be considered for the assessment phase you must meet the following essential criteria on the closing date for applications. Should you not meet one of the essential criteria, you will be excluded from the next assessment phase.

The following criteria will be assessed during the application screening phase:

At least one year of professional experience in the implementation and use of document and archiving management systems. Please clearly indicate in the application form the area of expertise, level of seniority and the type of organisation. Failure to clearly indicate these elements in your application, shall exclude you from the next phase of assessment.
Proven professional experience with document and records management policies and procedure developments and tools (e.g. but not limited to ARES, SharePoint or similar). Please list the applications and tools that you have worked with in your application and provide examples of relevant tasks or projects where you made use of those applications or tools.

Desirable Criteria

The following criteria are considered as desirable and may be taken into account during the application screening phase:

Knowledge of relevant European policies and regulations (e.g. EC Regulation No 1049/2001) related to document and records management and archiving, demonstrated through training and/or professional experience.
Knowledge in EU data protection regulation (Regulation No 2018/1725 (EUDPR)), demonstrated through training and/or professional experience.

Skills

The following skills will be evaluated during the the written test and/or interview phases.

Technical Competencies

Ability to manage documents and records throughout their lifecycle, including classification, retention, and quality control, ensuring consistency and usability of information.
Acquired knowledge in using document and records management systems.
Knowledge of relevant EU rules and frameworks (e.g. data protection, public access to documents, records management and information security) and ability to apply them in the context of document management.
Ability to develop and implement policies and procedures related to document and records management
Ability to support users, including providing training and guidance to staff.

Interpersonal competencies

Analytical thinking and problem-solving
Ability to draft clear and concise documents
Accuracy and attention to detail
Strong organisational and coordination skills
Ability to work in a multicultural environment
Excellent communication and teamwork skills

Language Skills

A strong command of both written and spoken English (min. C1 level). English oral and written skills will be assessed throughout the assessment phase.

Motivation

Candidates will also be tested on their motivation for this position.

APPLICATION, SELECTION & RECRUITMENT PROCESS

Please submit your application in English. Applications not indicating the minimum required English proficiency level of C1 will be rejected.

Before submitting your application look at our careers page and check out the Guide for candidates. Proof of compliance with specific criteria may be requested at any stage during the selection process. If you fail to comply with the eligibility and essential criteria, your application will be disqualified.

The selection process will be organised in several consecutive stages:

Screening and shortlisting: After the deadline for online registration, the Selection Committee will check the eligible applications against the selection criteria as described above. Upon completion of the initial assessment, the Selection Committee will establish a shortlist of the candidates best matching the criteria.

Assessment phase: The shortlisted candidates will be invited to the assessment phase which will be organised remotely. This phase will be conducted in English. The assessment phase may involve an oral interview with the Selection Committee and a written test. The oral and written test aim at testing the specific competencies and knowledge with reference to the selection criteria of the present vacancy notice.

Details of the date and time of the assessment will be communicated to the shortlisted candidates in due time. Assessments are foreseen to take place in July 2026. Please note that timelines are subject to change.

All candidates will be informed about the outcome of the procedure throughout the selection process.

Reserve list & Appointment: At the end of the assessment phase, the Selection Committee will propose a list of suitable candidates to the Executive Director of AMLA for approval. To be included in the reserve list, candidates will need to have received the threshold of 60% of the total score. The adopted reserve list will be valid until 31 December 2027. The validity of the reserve list may be extended by decision of the Executive Director of AMLA.

Prior to being offered a post, candidates might be required to undergo further evaluation by AMLA (e.g. including a further interview with the Executive Director and/ or hiring manager). The Executive Director will appoint the selected candidate(s). Candidates should note that inclusion in the reserve list does not imply any entitlement to employment at AMLA. Recruitment is also subject to budgetary availability.

Please also note that the reserve list may be shared with the European Insurance and Occupational Pensions Authority (EIOPA), located in Frankfurt. Upon establishment of the reserve list and upon request for access, AMLA shall seek the consent of all candidates included on the reserve list.

Selected candidates may undergo a security clearance process in accordance with EU and national regulations. Failure to obtain clearance may result in disqualification. By applying, you consent to this process. 

DATA PROTECTION & APPEAL PROCEDURE

The information provided in the application form is collected for the purpose of the selection/ recruitment procedure(s) at AMLA. Consult the data protection notice for more information about the processing of personal data in the selection and recruitment process.

If you believe a decision made during the selection process has negatively impacted your interests, you can request a review of your application, lodge an administrative complaint, a judicial appeal or a complaint to the European Ombudsman. You can find more information on the appeal procedure in our Guide for candidates.

CONTACT

In case of questions related to careers at AMLA, email us at careers@amla.europa.eu