Official Mail Unit - open also for Vocational education qualification holders

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 Official Mail Unit is a central, multilingual Unit which:

• Receives, sorts, sends and dispatches the mail addressed and/or sent by the Institution;
• Ensures the registration of all incoming and outgoing official mail in a dedicated database, enabling departmental follow‑up, traceability, and long‑term archiving;
• Contributes to the reliability, traceability and security of the institution’s official communications.

The Unit develops a culture of continuous improvement and innovation in the management of its processes (digitalization, optimization of flows, dematerialization, etc.). You will work as part of a multicultural team, interacting with various services of the European Parliament.

As a Trainee, you will play a concrete role in the processing of mail and follow-up of official mail. You will be fully integrated into the team and participate in the life of the service. Your activities will be of a varied nature in the different sectors of the Unit.

The tasks to be carried out will be the following:  

• Understanding the flow of mail processing by participating in the activity of all sectors;
• Scanning and archiving of official documents, prepare official mail for Cabinets;
• Registration of incoming and outgoing official mail in the European Parliament database, assigning letters to the relevant services;
• Possibly, participation in a specific project during the duration of the traineeship.

What you will gain from this traineeship:

• Concrete experience at the heart of the administrative functioning of a European institution;
• Immersion in a multilingual and multicultural work environment;
• The development of practical skills in mail management, document management, organization, and teamwork;
• A better understanding of the role and tasks of the European Parliament and the functioning of plenary sessions.

The successful candidate would have to:

• Be flexible and able to adapt to a variety of tasks;
• Demonstrate rigor, organizational skills and punctuality;
• Be versatile and comfortable in an operational environment;
• Have a sense of service and contact with internal "customers" (courtesy, clarity, availability);
• Appreciate teamwork in a multicultural context;
• Be able to work independently, while respecting procedures and instructions.

Technical skills:

• Good command of Office tools (Office or equivalent: word processing, spreadsheets, messaging, etc.);
• Ability to work with databases and/or electronic document management systems (a first experience, even in an academic or training setting, is an asset);
• Previous experience in document management, filing, digitization or archiving (training, apprenticeship, employment) will be considered an asset.

Language skills:

• Very good knowledge of French and English, making it possible to communicate with the team and process documents;
• Knowledge of one or more other official EU languages is an important asset in a multilingual environment.

Diploma requirements:

• You have obtained a Vocational education qualification (EQF level 3, 4 or 5) or a University degree (level 6 of EQF or higher) at least three months before the starting date of the traineeship. 

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.