EEAS Call for Expression of Interest: PROJECT MANAGEMENT ASSISTANT - EEAS.RM.SCS.4 – Division Secure Communications

WE ARE

The European External Action Service (EEAS), which supports the work of the High Representative in defining and implementing an effective and coherent foreign policy of the European Union. 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 of Vice President of the Commission. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

The Division RM.SCS.4 is responsible for the protection and registration of EUCI within all EEAS entities and during the transfer to Member States, other EU institutions, International Organisations, agencies and missions by the provision of classified communication and information systems (CCIS), along with the infrastructure, organisation, personnel and information resources required to develop, maintain and operate them.

WE PROPOSE

The position of Project Manager Assistant in the Secure Communications Division (RM.SCS.4).

WE LOOK FOR

A dynamic, proactive and highly motivated colleague with very good communication and organisational skills and with a developed sense of service. He/she will be entrusted with the following main tasks:

• Assist the Head of Sector “Projects” in all routine activities related to the whole set of active projects
• Supporting the ramping-up of the Division’s Project Management Office (PMO) initiative
• Responsible for proposing the assignment of Project Managers to projects by preparing the decision-making of the projects assignments
• Supervision of the Project Management cell composed by 2 Project Management Assistants
• Custody of project information (repository and configuration management), the organization's project management standard, process, etc.
• Design and establishment of project management infrastructure
• Tracking measurements, reporting progress against plans
• Identify processes and activities to improve
• Arrange meetings and produce meeting minutes
• Assist the quality review process
• Administer or assist Project Board meetings
• Assist with the compilation of reports

Maintain the project records like Quality Register, Configuration Item Records or any other registers and logs delegated by the Project Manager

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), in accordance with EEAS Decision ADMIN(2015) 20 on the engagement and use of temporary agents

The successful candidate will be offered a contract as Temporary Agent under Article 2(b) of the Conditions of Employment of Other Servants (CEOS) at the grade of AST4

ELEGIBILITY CRITERIA

Candidates must meet ALL of the following general and specific conditions on the closing date for online applications:

• Be a national of one of the EU Member States and enjoy full rights as a citizen;
• Meet any obligations imposed on him or her by the laws concerning military service;
• Provide the appropriate character references as to his suitability for the performance of his duties;
• 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.
• Secondary education attested by a diploma giving access to post-secondary education, followed by at least 7 years’ professional experience directly related to the nature of the duties; OR Relevant professional training followed by at least 7 years’ professional experience directly related to the nature of the duties.

SELECTION CRITERIA

Candidates should:

Selection Criteria:

• Organizational skills
• Excellent communication skills
• Excellent problem-solving ability
• Good reporting methods
• Strong understanding of project management and support issues including managing risks, issues, quality, and actions logs
• Experience of taking minutes and actions in meetings, at all levels
• Experience of supporting multiple projects and Project Managers
• Experience in the full end-to-end IT project life cycle
• Excellent knowledge of MS Office, including MS Project
• Very good writing skills in English. French would be an asset
• Desirable:

            - Experienced in using Project Management Methodology (PM2) of the EU Institutions

            - Knowledge of project management software (JIRA, etc.)

            - Familiar with ITIL v3 concepts

APPLICATION AND SELECTION PROCEDURE (2):

The selection procedure will take place in three different and successive steps:

1. Expression of Interest

Expressions of interest should be sent by e-mail to the following functional mailbox

RM-SCS-4@eeas.europa.eu copying AST-STAFF@eeas.europa.eu

For the purposes of the e-mail application, this post will appear under the subject of the email:

"Application EoI-HQ (AST)-TA2b-AST4-Project Management Assistant – 415618”

Such an expression of interest must be accompanied by:

• an updated Curriculum vitae. Candidates are invited to use the "Europass" CV format (https://europass.cedefop.europa.eu/documents/curriculum-vitae) for their applications.
• a letter of motivation (maximum 2 pages) in either English or in French;

Applications may be submitted during the period from 20/07/2023 to 10/08/2023 at 12:00 midday (Brussels time).

For correspondence concerning the selection procedure, please use the following email address (the e-mail must have in the subject the following title: "EoI-HQ (AST)-TA2b-AST4-Project Management Assistant – 415618”

AST-STAFF@eeas.europa.eu

2. Pre-selection

The selection panel will make a pre-selection on the basis of the qualifications and the professional experience described in the CV and motivation letter.

3. Selection

The candidates who have passed the pre-selection step will be invited for an interview so that the selection panel can evaluate these candidates objectively and without prejudice on the basis of their qualifications, professional experience and linguistic skills. Additional specific written or oral tests might be organised by the panel.

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.

If pre-selected, candidates with disabilities are invited to contact us 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 and recruited, the EEAS is committed to appropriate measures in order to accommodate his or her special needs to the working place or working conditions in accordance with Art 1d(4) of the Staff Regulations.

APPOINTMENT:

The selected candidate will be recruited as temporary agents under Article 2(b) of the Conditions of Employment of Other Servants (CEOS), in accordance with EEAS Decision ADMIN(2015) 20 on the engagement and use of temporary agents

The selected candidate will be required to undergo a medical fitness examination in accordance with Article 13 of the CEOS.

Candidates shall have a valid Personnel Security Clearance (PSC) allowing them to access information classified at the level “SECRET UE/EU SECRET” or will be required to undergo the corresponding security vetting in accordance with the EEAS security rules (3). In case the successful candidate does not obtain his or her PSC, his or her engagement will be terminated.

In case of positive results on the medical fitness examination and after assessment of the PSC conditions, the candidate will be offered a contract as Temporary Agent, Grade AST-4 (4) for a duration 4 years renewable only once for another 2 years.

All member of the temporary staff shall serve initially a nine-month probationary period in accordance with Article 14 CEOS.

PLACE OF EMPLOYMENT: Brussels, Belgium

POST AVAILABLE: Immediately

Mr Roeland LACROIX

Tel: +32 2584-2700

Email: Roeland.LACROIX@eeas.europa.eu

The closing date for submissions is 10/08/2023 at 12:00 hours (Brussels time).

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 (EC) 2018/1725. The privacy statement is available on EEAS webpage: http://eeas.europa.eu/data_protection/rights/index_en.htm
3. In accordance with the Decision of the High Representative of the Union for Foreign Affairs and Security Policy of 19 September 2017 on the security rules for the European External Action Service, ADMIN(2017) 10, OJ C 126, 10.4.2018, p. 1, https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=uriserv:OJ.C_.2018.126.01.0001.01.ENG&toc=OJ:C:2018:126:TOC
4. The basic salaries offered by the EU institutions are set out in Article 66 of the Staff Regulations. The current level, can be accessed via the link: https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=OJ:C:2022:231:FULL&from=EN