We are

The European External Action Service (EEAS) supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports his/her tasks of conducting the Union's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his/her capacity as Vice President of the Commission with regard to his/her responsibilities within the Commission in the external relations field including the coordination of other aspects of the Union's external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

The EEAS GLOBAL.GI.1 Division ensures that the EU's foreign and security policy is equipped to tackle pressing global challenges, which are essential to peace, security, sustainable development and prosperity. We are the focal point within the EEAS for policymaking, operational decisions, guidance and information on all economic issues, including EU trade and investment policy, and global health. Our overriding objective is to improve the integration of these subjects into the EU's relations with countries, regions and multilateral bodies worldwide. GI.1 is the point of interface between the EEAS and Commission services when it comes to implementing these policies. Global GI.1 ensures the timely and effective involvement of the EEAS in the formulation and subsequent implementation of EC economic, financial, fiscal, trade and investment and global health policies and the coherence and consistency of these policies with the EU Foreign and Security Policy.

The GI.1 Division has a highly motivated team with each member working flexibly with all colleagues, including from other divisions across the EEAS. Many of the issues the Division deals with are politically highly visible and connect with the headline goals of the HRVP and our senior management.

We propose

The position of Administrative Assistant in the EEAS. GLOBAL.GI.1 Division, contract agent FGII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS)¹.

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available as: 01 September 2023

We look for

A dynamic, flexible and proactive colleague with good communication and organizational skills with a developed sense of service. The administrative assistant should be able to quickly adapt to new working environment and be a good team-player. The successful candidate will have the opportunity to contribute to advancing the EU agenda worldwide, including through interacting with the network of EU Delegations, EEAS geographical departments, Commission services, EU agencies and Member States. The successful candidate should have good computer skills with a sound knowledge of the standard IT applications and administrative procedures. He/she will be entrusted with the following main tasks:

• Provide timely and efficient administrative, document management and secretarial support;
• Carry out various administrative tasks such as Division’s diary-keeping, filtering telephone calls, dealing with correspondence;
• Briefings management (E-BRIEF)
• Document management: registration of incoming and outgoing correspondence, including Ares;
• Missions, holidays, leave planning for the Division’s staff;
• Organize meetings and events; liaise with and register external visitors (E-Visitor);
• Co-ordinate the creation, keeping up to date and retrieval of documents and data in the appropriate files or IT databases;
• Support for the preparation of briefing files, speeches, etc;
• Attribution, overview and record of Parliamentary Questions;
• Attribution of INTER-SERVICE consultations and follow-up;
• Managing the Division’s Intranet page;
• Other ad-hoc specific, relevant tasks may be needed for the accomplishment of the Division’s mandate

Legal basis

The vacancy is to be filled in accordance with the conditions stipulated under the CEOS, in particular Article 82 thereof.

Subject to having passed the CAST exam, the successful candidate will be offered a contract agent position (Function group II), on the basis of a contract with an initial duration of one year that may be successively renewed for a maximum duration of 6 years.

Eligibility criteria

Candidates for this contract agent II post should:

• (i) Have passed a valid EPSO CAST in a valid FG for this post

Or

• (ii) Be registered in the EPSO Permanent CAST in a valid FG for this post (https://epso.europa.eu/en/job-opportunities/open-for-application). In that case, while the registration will render the candidate eligible for the selection procedure, the recruitment of a candidate on this vacant post will be subject to their successfully passing the CAST exam that this candidate will be called to attend.
• Have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three years;
• Have the capacity to work in languages of CFSP and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset.
• Be a national of one of the member States of the European Union and enjoy full rights as a citizen.

SELECTION CRITERIA

• Familiarity with the standard EEAS/Commission IT tools, applications (such as Ares, MIPS, Sysper2, DECIDE) and procedures
• Good organisation skills
• Ability to work autonomously
• Strong team spirit and flexibility
• Good inter-personal skills
• Fluency in English (both oral and written)
• Sound computer skills (Operating systems (Windows), Office suites (Microsoft Office)
• Communication and collaboration tools (Outlook, WebEx)
• Ability to cope with multiple tasks and deadlines by prioritising and while working efficiently also under pressure

Furthermore:

• Experience of working in a team in multi-disciplinary and multi-cultural environment;
• Experience in working with or within other EU institutions would be considered as assets.

Specific conditions of employment

The signature of the contract will be subject to prior favorable opinion of the Medical Service.

This post is currently not identified as a post which requires Personnel Security Clearance (PSC) to access EU classified information (EUCI) in accordance with point 7 of Annex A I of the Decision ADMIN(2017) 10 on the security rules of the EEAS² and as implemented by Decision ADMIN(2019) 7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019 and its implementing decisions.

Nonetheless, candidates are informed that the list of posts requiring a PSC in the EEAS Headquarters is subject to regular review and that the current post might be identified in the future as a post which requires PSC.

If required after the taking of duty, the selected candidate will need to be in a position to obtain a valid PSC issued by the competent authority of their Member State in accordance with national laws and regulations.

In case of failure to obtain or renew the required PSC, the AACC may take the appropriate measures in accordance with Article 3(3) of the Decision ADMIN(2019) 7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019.

Description of the EU classified information levels is available under Article 2 of the Decision ADMIN(2017) 10 on the security rules of the EEAS³.

Equal Opportunities

The EEAS is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EEAS is committed to promoting gender equality and to preventing discrimination on any grounds. It actively welcomes applications from all qualified candidates from diverse backgrounds and from the broadest possible geographical basis amongst the EU Member States. We aim at a service, which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.

Candidates with disabilities are invited to contact CONTRACTAGENTS-HQ@eeas.europa.eu in order to accommodate any special needs and provide assistance to ensure the possibility to pass the selection procedure in equality of opportunities with other candidates. If a candidate with a disability is selected for a vacant post, the EEAS is committed to providing reasonable accommodation in accordance with Art 1d.4 of the Staff Regulations.

Application and selection procedure⁴

Please send your CV and cover letter (with your EPSO CAST number), in English or French via email, with reference to the Vacancy Number in the Subject field, to

GLOBAL-GI-1@eeas.europa.eu

Deadline for sending application: 31/07/2023 at 12.00 (CET).

Candidates shall draft their CV using the Europass CV, which can be found at the following internet address: http://europass.cedefop.europa.eu/en/documents/curriculum-vitae.

Late applications will not be accepted.

The selection panel will make a pre-selection on the basis of the qualifications and professional experience described in the CV and motivational letter, and will produce a shortlist of eligible candidates who best meet the selection criteria for the post. Please note that only shortlisted candidates will be informed about the outcome of the pre-selection phase.

The candidates who have been preselected will be invited for an interview by a selection panel.

The selection panel may decide, in addition to the interview, to organise written tests, either for all pre-selected candidates or to the best ranked ones, after the interview. The content of such written tests will be defined by the selection panel and may include, but not be limited to, multiple choice questions, open questions and/or topics for a short essay.

Pre-selected candidates shall also be invited to sit the CAST exam before or after the interview stage by the selection panel (in accordance with the eligibility criteria set out above). The panel will then recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment (AACC). The AACC may decide to interview the candidates on the final shortlist before taking this decision.

If, exceptionally, on the date of recruitment, the successful candidate has not yet had the opportunity to pass the tests necessary to obtain the CAST, the latter will be engaged on condition that he obtains the CAST within six months of taking up his duties. Failure to obtain the required CAST will give the EEAS the right to terminate the employment contract.

It is recalled, that the selection procedure may be terminated at any stage in the interest of the service.

In the interest of the service, after identifying the candidate that best fulfils the requirement of the post as set out in the vacancy notice and that has successfully passed the CAST exam, the AACC may also establish a reserve list of candidates. These candidates shall be informed that the reserve list shall remain valid for a period of one year from when it is established and that it may be used to fill the same post or an equivalent post in the EEAS having the same job profile.

CONTACT

Mr Oronzo CONSOLE, Head of Division, EEAS GLOBAL GI.1

E-mail address: Oronzo.CONSOLE@eeas.europa.eu

¹Staff Regulations of Officials of the European Union (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS).

²OJ C 126, 10 April 2018, p.1.

³OJ C 126, 10 April 2018, p.1.

⁴Your personal data will be processed in accordance with Regulation (EU) 2018/1725, as implemented by ADMIN(2019)8 Decision of the High Representative of the Union for Foreign Affairs and Security Policy. The privacy statement is available on the Europa website: (https://www.eeas.europa.eu/eeas/eeas-privacy-statement-data-protection-notice-purpose-processing-personal-data-related-public_en) and on the EEAS Intranet: (https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-statements-dp-notices).