Contract Agent FGIII – Job title: HRM Assistant – Seminar Organiser
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.
Within the Directorate for Human Resources, the Career, Learning and Development Division (RM.HR.4) aims to find the best match between the needs of the EEAS and the professional development of its staff. To this purpose, the Division is committed to supporting EEAS staff in fulfilling their full potential and their career aspirations.
The division is in charge of:
- the smooth implementation of the statutory career development policies (i.e. appraisal, promotion/reclassification, certification);
- the development of related career policies;
- modern and effective learning and development opportunities for staff;
- the annual training budgets for Delegations and Headquarter;
- the organisation of pre-posting and annual seminars for Delegation staff, and the annual Ambassadors Conference;
The present number of staff in the Division is 29.
The position of the HRM Assistant – seminar organiser - contract agent FGIII 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 are seeking a highly motivated, dynamic, flexible, committed and proactive colleague to join the EU Delegation Seminars Team of the Division. S/he should be able to quickly adapt to a new working environment and be a good team player. In a team of 3 colleague, s/he will carry out the following main tasks:
- Assisting in the preparation and organisation of the annual Ambassadors Conference, pre-posting trainings and seminars and related trainings for Delegation staff (including back office administration, management of seminar venues);
- Contributing to the development of programme content, contacts with speakers, and other interlocutors;
- Assisting in the preparation of online/hybrid meetings (WEBEX, ZOOM, webstreaming);
- Ensuring seminar presence, including moderation of discussions where necessary, and ad hoc administrative assistance (welcome and support speakers, liaising with IT support);
- Assisting with the organization of missions of seminar participants or external speakers of the Conference and follow up;
- Regular checking of functional mailboxes of the Division and ARES;
- Operational Initiation (OIA) for external trainings organized in the context of seminars, as appropriate;
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 III); renewable contract for a maximum duration of 6 years (with a valid CAST exam).
Candidates for this contract agent III 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/apply/job-offers_en?keyword=&contract=37&grade=All&institution=101&location=All
- 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. 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.
Candidates should have:
- excellent communication and organizational skills;
- a developed sense of service;
- good drafting skills;
- good computer skills (MS Office) and good knowledge of standard administrative procedures;
- good technical command of online conferencing tools (WEBEX, ZOOM, etc);
- ability to perform multiple tasks, adjust to changing priorities and respect deadlines;
- very good knowledge of English and/or French, orally and in writing;
- flexibility in working hours, when appropriate;
- experience in working in a multi-disciplinary and multi-cultural environment;
- experience in working with or within EU institutions and/or EU Delegations;
- good command of IT tools used in EU institutions (EU LEARN, OUTLOOK, EXCEL, SYSPER)
- experience in event management/ conference organization or external relations;
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.
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 CAREER-LEARNING-DEVELOPMENT@eeas.europa.eu
Deadline for applications. 22/07/2022 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. The Authority may decide to interview the candidates on the final shortlist before taking this decision.
CONTACT: Ulrike Hauer, Head of Division RM.HR.4
Tel: +32 (0) 2 5842374 Email: email@example.com
1. Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, seehttps://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 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).