The European External Action Service (EEAS) supports the work of the High Representative in 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.

Within the Directorate for Human Resources, which belongs to the Directorate General Resource Management (DG RM), the Division "Selection and recruitment" (RM.BHR.3) manages, among others, the selection, recruitment and mobility of all categories of staff in Headquarters and Delegations with the exception of Local Agents and trainees. We are in charge of officials (AD, AST and AST/SC); Temporary Agents, Seconded National Experts, Contract Agents, Junior Professionals in Delegations (JPD). In our human resources support function, our mission is to help other EEAS departments to do their respective job effectively and to contribute to the further development of a modern and professional foreign policy organisation.

WE PROPOSE:

The position of Secretary in the Division "Selection and recruitment" (RM.BHR.3.POOL) – contract agent FGII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS). The selected candidate will work as a “floater” in the European External Action Service.

Jobholders in this position as a “floater” will be assigned for short periods to different services of the EEAS in order to provide secretarial and administrative support. The different assignments provide unique opportunities to get an insight into the work of the EEAS services and to broaden professional experience and skills. The duration of each assignment varies from one month to several months and is frequently of 2-3 months.

This position requires the candidate to acquire competencies in a wide range of areas in order to provide the required support. It takes time and considerable resources to acquire this specialisation and therefore it is necessary, in the interest of the service, for the selected candidate to remain on the post of floater for a minimum of 2 years. Therefore, without prejudice to exceptional situations or for duly justified reasons, the selected candidate will be considered as eligible for other CA FGII posts in the EEAS only after having served at least 2 years as a floater.

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available: 01/04/2023

WE LOOK FOR:

A dynamic, flexible and proactive colleague with good communication and organizational skills with a developed sense of service. The floater should be able to quickly adapt to new working environments and be a good team-player. 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 efficient secretarial support;
• carry out various administrative tasks such as diary-keeping, filtering telephone calls, filing and ordering supplies, dealing with correspondence;
• document management: registration of incoming and outgoing correspondence, including in Ares;
• organize missions of staff using MIPS application;
• organize meetings and events;
• co-ordinate the creation, keeping up to date and retrieval of documents and data in the appropriate files or IT databases;
• ensure the preparation of briefing files, speeches, etc;
• co-ordinate and authorize translation requests.

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 selected candidate will be offered a contract agent position under Article 3b of the CEOS, in function group II; renewable contract for a maximum duration of 6 years (with a valid CAST exam).

Eligibility criteria:

In order to be eligible for the post of contract agent FG II candidates must:

• (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 
• 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 and external relations necessary for the performance of their duties. Excellent knowledge of English (written and spoken) is essential. 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:

• Proven experience in the secretarial field. Experience in the field of external relations will be an asset;
• sound computer skills (MS Office) and good knowledge of standard administrative procedures. Knowledge of IT tools used in EU institutions (ARES, MIPS, Sysper2, Syslog, CIS-Net, LegisWrite, e-Greffe, RUE) will be an asset;
• ability to perform multiple tasks and adjust to changing priorities and respect deadlines;
• very good knowledge of oral and written English and/or French;
• previous experience in EU institutions and/or EU Delegations would be an asset.

Specific conditions of employment

The signature of the contract will be subject to prior favourable opinion of the Medical Service (as per Article 83 of the CEOS).

The successful candidate will have to undergo security vetting if she or he does not hold already a valid Personal Security Clearance to an appropriate level (EU SECRET), 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 procedure²

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

CONTRACTAGENTS-HQ@eeas.europa.eu

Deadline for sending application: 20/02/2023 at 12.00 (CET).

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.

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 panel will recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment to be put on the reserve list. 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 procedure can be terminated at any stage in the interest of the service.

The reserve list will be valid for twelve months from the date of establishment and can be extended once, upon decision of the Authority Authorised to Concluded Contracts, for a second period not exceeding twelve months.

CONTACT:

Vilmos Hamikus, Head of Sector

Email: vilmos.hamikus@eeas.europa.eu

¹Staff 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

²Your 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: (http://eeas.europa.eu/data_protection/rights/index_en.htm) and on the EEAS Intranet:

(https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-statements).