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 tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his capacity as Vice President of the Commission with regard to his responsibilities within the Commission in the external relations field including the coordination of other aspects of the EU's external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

The main mission of EEAS Digital Solutions division is to assist the European External Action Service and EU’s Delegation worldwide network in achieving its strategic objectives by supporting administrative and core business processes with modern Information and Communication Technology tools. The unit is composed of 55 officials and more than 200 experts and is organized in four sections: Management, IT Operations, Services and Security.

We propose

The position of IT Service Assistant – IT Operations, Contract Agent Function Group II (FG II) as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available: immediately

We look for

We look for a dynamic, flexible and proactive colleague with good communication and organisational skills to assist the Head of IT Operations in his daily administrative tasks. We look for a colleague who wants to take a next step in her/his career and use her/his technical background to participate and assist in the IT Operations.

The successful candidate would be dealing with technical and IT related topics, so she/he should have experience in the respective field and have a good knowledge of the standard IT applications and administrative procedures.

The job is a key position for a candidate looking for a dynamic working environment and challenging projects within a friendly, motivated and supportive team. We offer easy access to training facilities to improve skills and to keep staff at the top of technology and methodology evolutions. Main working language is English.

She/he will be entrusted with the following main tasks:

• Assist the Head of Sector IT Operations in administrative tasks
• Carry out various administrative tasks such as organising and following up on meetings and events, dealing with correspondence
• Assist service owners in the preparation and registration of financial and contractual files
• Be the point of contact for inquiries from other sectors
• Manage the functional mailbox of the IT Operations sector
• Support the planning and organisation of missions of staff
• Co-ordinate the creation, keeping up to date and retrieval of documents and data in the appropriate files or IT databases
• Retrieve and share relevant information about updates, planned maintenances etc. with colleagues and align with the IT communication team and regional IT officers in Delegations
• Assist with other ad-hoc tasks required by the management.

A proven ability to manage and co-ordinate several services simultaneously are important. Excellent oral and written command of English is essential.

Legal basis

The vacancy is to be filled in accordance with the conditions stipulated under the Conditions of Employment of Other Servants of the European Union (CEOS). (1)

The successful candidate will be offered a contract agent position (Function group II); renewable contract for a maximum duration of 6 years (with a valid CAST exam).

Eligibility criteria

Candidates for this Contract Agent Function Group II (FG II) post should:

(i) have passed a valid EPSO CAST in a valid Function Group for this post

or

(ii) be registered in the EPSO Permanent CAST in a valid Function Group for this post https://epso.europa.eu/en/job-opportunities/open-for-application

The CAST is the Contract Agents Selection Tool, administered by the European Personnel Selection Office (EPSO). The candidates interested in the post are asked to create an EPSO account and to register for a permanent CAST in Function Group II in the respective field (e.g. Information and Communication Technology or Project/Programme Management).

Candidates are kindly asked to share the applicant number of their CAST application when submitting their documents.

• 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 year;
• have the capacity to work in languages of CFSP (English and French) 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

• Applicants should ideally have the following skills required for the job:
• have strong drafting and analytical skills combined with sound judgement
• have capacity to be able to work as a member of a team as well as with a degree of autonomy
• have strong service attitude and very good communication skills
• ability to perform multiple tasks and adjust to changing priorities and respect deadlines
• have problem solving and organisational skills
• be service-minded with a hands-on approach
• have an eye for detail
• education and domain of expertise relevant to the job
• professional experience in the field of IT operations
• sound computer skills (MS Office) and good knowledge of standard administrative procedures
• be fluent in English (C1 level, both orally and in writing)

Furthermore:

• experience of working in a team in multi-disciplinary and multi-cultural environment;
• experience in working with or within other EU institutions
• Fluent in French or other EU language

would be considered as strong assets.

Specific conditions of employment

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

The successful candidate might be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level, in accordance with relevant security provisions.

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 procedure (2)

Please send your CV and cover letter (with your EPSO CAST number) via email to

RM-SCS-5-HR@eeas.europa.eu

Deadline for applications: 13/03/2023 at 18.00 (CET).

Late applications will not be accepted.

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

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 panel will recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

It is recalled, that if the interest of the service so requires, the selection procedures can be terminated at any stage in the interest of the service.

1. Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, see https://eur-lex.europa.eu/legal-content/EN/TXT/?qid=1570023902133&uri=CELEX:01962R0031-20190101

2. Your 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 EEAS website: (https://www.eeas.europa.eu/eeas/data-protection_en) and on the EEAS Intranet: (https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-statements-dp-notices).