Document Manager (SOM-9004)

3-2026 Call for Contributions — EUCAP Somalia

European Union Capacity Building Mission in Somalia (EUCAP Somalia) | Published: 20.10.2026

Position Overview & Specifications

• Position Title: Document Manager

• Reference Number: SOM-9004

• Duty Station / Location: Mogadishu

• Availability: ASAP

• Employment Regime: Seconded

• Component / Unit: Head of Mission/Deputy Head of Mission/Head of Mission Office

• Security Clearance Level: NOT REQUIRED

• Open to Contributing Third States: NO

• Reporting Line: The Document Manager reports to the Chief of Staff.

Main Tasks and Responsibilities

• To develop, implement and manage a comprehensive records management programme/Mission filing plan for (a) unclassified/classified documents and (b) paper and electronic files, in accordance with European Union External Action Service (EEAS) Information Security and Data Protection regulations, EEAS Archives and Document Management standards;

• To be responsible for the collection, filling and preservation of manual and electronic records (classified and registered access material) to ensure timely access of documents, quality control measures are in place and metadata is introduced;

• To draft and review the Mission Document Management Standard Operating Procedures in accordance with EEAS, Civilian Operations Headquarters (CivOpsHQ) Information Security and Data Protection regulations and Document Management standards;

• To recommend and implement new technology applications for archiving and document management;

• To provide advisory services on recordkeeping practices including needs and business process analysis;

• To provide basic-level training to the Mission staff on the use of the Electronic Mission Document Management system;

• To apply retention policies, ensure registration, physical aspects of records storage and transfers meet established standards;

• To promote the importance of documents and archiving management as key mission resources and provide information management expertise to Mission projects and programmes;

• To ensure, in collaboration with Reporting, INFO security and CIS that all Mission Members have easy access to Mission key documents according to their level of authorization, such as OPLAN, EEAS documents, CivOpsCdr guidelines and instructions, Mission SOPs, HoM’s instructions and decisions, etc.;

• To ensure that the Mission has a right tool for knowledge management and key documents for the work of the mission, across departments and accessible (institutional memory) for mission members; To participate in budget drafting and facilitate procurement activities;

• To supervise the closure of files and the preparation of the transfer of Mission's archives to EEAS and the European Commission/Foreign Policy Instrument (FPI) by the end of the mandate or when required (including destruction of non-official documents);

• To ensure the correct transfer of the Mission archive to EEAS/FPI;

• To create an archive of all mission documents in a transparent, easily accessible and comprehensive way.

General Tasks and Responsibilities

• To identify and report on lessons learned and best practices within the respective area of responsibility;

• To contribute and ensure timely reporting on activities within the respective area of responsibility;

• To take account of gender equality and human rights aspects in the execution of tasks;

• To undertake any other related tasks as requested by the Line Manager(s).

Essential Qualifications and Experience

• Successful completion of university studies of at least 3 years attested by a diploma OR a qualification in the National Qualifications Framework which is equivalent to level 6 in the European Qualifications Framework OR a qualification of the first cycle under the framework of qualifications of the European Higher Education Area, e.g. Bachelor's Degree OR equivalent and attested police and/or military education or training or an award of an equivalent rank; AND

• A minimum of 4 years of relevant professional experience, after having fulfilled the education requirements.

Essential Knowledge, Skills and Abilities

• Ability to develop policies and procedures to comply with legislation and good practice;

• Knowledge of electronic records management practices and documents management platforms, such as M-files;

• Analytical skills and knowledge of information collection.

Desirable Qualifications, Skills and Experience

• International experience, particularly in crisis areas with multi-national and international organisations.

• Professional knowledge of complex electronic data processing systems;

• Knowledge of EEAS Security Regulations, Data Protection Legislation, and Council Archives and records management standards.

Application Procedure & Guidelines

Deadline for applications: 12 November 2026 at 17:00 (Brussels time / CET).

Candidates holding the citizenship of an EU Member State must apply using Goalkeeper:

• Already registered on Goalkeeper with EU Login: https://goalkeeper.eeas.europa.eu/registrar/web

• New applicant without a Goalkeeper account or EU Login: https://goalkeeper.eeas.europa.eu/registrar/web/DPA/357/details.do

• Seconded Positions: Some positions are only accessible to Seconded candidates. Please contact your National Seconding Authority (NSA) to be included in their list of seconded candidates. A Goalkeeper profile is required.

• Contributing Third States (CTS): Seconded candidates from contributing Third States (non-EU) must contact their NSA and submit their application through official national channels using Annex 3 application form.

• Recruitment Contact: For information relating to selection and recruitment, contact Civilian Operations Headquarters (CivOpsHQ): Mr. Moha CHARKI via [email protected]

Official Mission Documents

• Annex 1 - Requirements and Job Descriptions: Download Annex 1 (PDF)

• Annex 2 - List of Recommended Equipment: Download Annex 2 (PDF)

• CivOpsHQ Privacy Statement: Download Privacy Statement (PDF)