Administrative Assistant

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

We are looking for a well organised, highly motivated and experienced administrative assistant with a good sense of team spirit. The candidate should be capable of multi-tasking and have very strong co-ordination and organisational skills. The administrative assistant will provide administrative and organisational support to ensure the smooth functioning of the assigned unit.

Key duties and responsibilities for this role include, under the supervision of the Head of Unit (or equivalent):

Administrative and organisational support
- Manage functional mailboxes and correspondence (incoming and outgoing)
- Draft, format, proofread, and finalise documents and presentations
- Maintain filing systems
- Ensure document registration and archiving in line with EU rules
Meeting and mission management
- Organise meetings, workshops, and missions (and subsequent reimbursement requests)
- Prepare agendas, compile briefing materials, and distribute documents
- Take minutes and follow up on action points
Workflow coordination
- Track deadlines and ensure timely processing of documents
- Support internal procedures and approval workflows
- Liaise with other units, service and external stakeholders
IT and office tools support
- Use standard office software and EU specific tools
- Maintain databases, contact lists and records

You will work in a dynamic start-up environment and your role will contribute to the success and growth of AMLA. 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.
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 AST/SC1- AST/SC2.

Education and Professional Experience:

A level of post-secondary education attetested by a diploma[5], or
A level of secondary education attetested by a diploma[5] giving access to post secondary education, and appropriate professional experience of at least 3 years.

[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

[5] Only qualifications issued or recognised as equivalent by EU member state authorities (e.g. by the Misistry of Education) will be accepted .

Selection Criteria

To be considered for the assessment phase you must meet the following essential criteria on the closing date for applications. Candidates must clearly indicate where and how they acquired this experience; only information explicitly stated in the application will be assessed.

The below criteria will be assessed during the application screening phase.

At least 3 years of professional experience in an administrative role, including evidence of all the following tasks:

A. Managing correspondence and functional mailboxes AND

B. Organising meetings and preparing agendas and minutes AND

C. Management of workflows AND

D. Using MS Office and record systems to support day-to-day business operations.

Desirable Criteria

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

Knowledge and use of standard Commission/EU agency IT tools, such as Ares, MIPS, Sysper, SUMMA, AGM.
Professional experience in support functions within an EU Agency/Institution/Body.

Skills

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

Technical Competencies

- Ability to draft clear, accurate and well‑structured documents in English.
- Ability to organise and coordinate meetings effectively, including planning, scheduling and logistical arrangements.

Interpersonal competencies

- Excellent organisational skills, ability to work autonomously and under pressure and/or time constraints.
- Excellent client/service orientation.
- Ability to address issues with a problem-solving attitude. 
- Strong communication 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 Board will check the eligible applications against the selection criteria as described above. Upon completion of the initial assessment, the Selection Board 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 Board 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 September/ October 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 Board 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 31/12/2027. 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.

All selected candidates may be required to have, or be in a position to obtain, a valid Personnel Security Clearance Certificate, depending on the specific job profile and the need-to-know requirements. A Personnel Security Clearance Certificate (PSCC) is defined as a certificate issued by a competent authority establishing that an individual is security cleared and holds a valid national or EU PSCC, which shows the level of EU Classified Information (EUCI) to which that individual may be granted access, the date of validity of the relevant PSC and the date of expiry of the certificate itself.

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