Archives Unit - Post B: Communication Assistant

As a trainee in the Directorate-General for the Presidency (DG PRES), you will be part of a DG, which has a crucial role in a wide spectrum of the European Parliament's (EP) activities. Our DG is involved in the legislative process from the very beginning, when the legislative initiatives are submitted to the EP, and throughout the process, during which our lawyer linguists ensure the quality of the legislative texts, accompanying members and committees in their work. 

We are in charge of the organisation and documentation of the plenary sessions, and also deal with the relations with other EU institutions. Furthermore, our DG provides services to the members, regarding both administrative matters and their political activity, such as parliamentary questions to the other institutions.

We are also at the service of citizens and the public, dealing with public access to documents and relations with interest representatives, are responsible for the archives of the European Parliament, and are responsible for the official mail of the President and the Secretary General. The EP's protocol service, dealing with, among other things, the reception of visiting dignitaries and delegations and the preparation of visits outside Parliament by the President and the main EP bodies, is also part of our DG.

The main activities of the Archives Unit are:

Processing archives to ensure their integrity and readability over time: identifying and referencing each document, managing files according to a classification system, managing procedures related to archiving activities, defining file plans, organizing archive fonds, ensuring accessibility and compliance with regulations in force, and preserving the memory of the European Parliament.

Preserving files transferred to the Archives as evidence of the European Parliament's activities with a view to establishing compliance with its legal obligations. Acquisition and receipt of documents transferred to the Archives, organization and management of storage space for preservation purposes, preparation of transfers to the Historical Archives of the European Union, archiving of European Parliament’s incoming/outgoing mail.

Carry out digital archiving to ensure the integrity and readability of digital archives over time: management of the archive management system and its integration into the European Parliament's information system, making communicable archives available online, management of digital storage spaces, and management of preservation formats. Creating and using AI tools for making the European Parliament’s public archives accessible, facilitating research and for improving the processing of digital and physical archives.

Documentary research (making documents available to departments for internal purposes and to the department responsible for public access to documents, research in response to requests from citizens under Regulation (EC) No.1049/2001), promotion of archives through any other means of documentary, editorial, or academic dissemination (publications, exhibitions, oral history, events, information sessions), and organizing study visits.

You will work as a communications assistant, helping the valorisation team to deliver impactful communication related to the promotion of documentary and historical heritage conducted by the Archives Unit, particularly in the context of the upcoming 50th anniversary of direct elections to the European Parliament. Your tasks will include: 

• Exhibition planning: helping colleagues to identify potential communication needs for upcoming exhibitions;
• Drafting creative briefs, clearly identifying the audience, the message and the channels to promote exhibitions;
• Oral history: supporting preparatory research and assisting with interviews of former Presidents of the European Parliament and other personalities committed to the European cause;
• Copywriting: drafting short articles for the webpage of the Archives Unit and for communication with our partners network;
• Monitoring: analysing the social media coverage of our exhibitions;
• Carrying out research in the database of the Archives of the European Parliament (Clavis) and on the internet.

• You should be able to communicate complex historical matters in a short, simple and familiar way;
• You are interested in the history of European integration and in conducting archival and bibliographic research;
• You have good communication skills, particularly in drafting texts for publications;
• You are able to work respecting the confidentiality rules related to archival documents;
• You have good organisational skills and a good sense of meeting deadlines;
• You have a very good command of English, French would be appreciated.

The following would be an asset:

• Experience working with content management systems for web publishing;
• Experience working in graphic production;
• Experience working in audio-visual production;
• Experience working in advertising.

The European Parliament is dedicated to fostering an inclusive and equitable workplace. We welcome all candidates, regardless of their geographical, racial or ethnic origin, political or religious beliefs, age, disability, gender identity, sexual orientation, socioeconomic background, civil status, or family situation.