EEAS Call for Expression of Interest for the recruitment of one Temporary Agent as Secretary (AST/SC2) to the Deputy Managing Director / Director Civilian Planning and Conduct Capability (MD.CPCC)

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 Civilian Planning and Conduct Capability (MD.CPCC) is the permanent structure supporting the Civilian Operations Commander (CivOpsCdr). CivOpsCdr is supported in his function by the Deputy Managing Director

/ Director who is in charge of coordinating the activities of MD CPCC divisions. In this capacity, the Deputy Managing Director / Director ensures proper implementation of missions’ tasks and reports directly to the CivOpsCdr. The Deputy Managing Director / Director of CPCC provides advice to the Managing Director / CivOpsCdr and ensures the coordination of relevant activities of the MD CPCC.

WE PROPOSE:

The EEAS is launching a call for expression of interest for the recruitment of one SECRETARY (AST/SC2) as Temporary Agent under Article 2(b) of the Conditions of Employment of other servants of the EU¹ in accordance with EEAS Decision Admin(2015) 20 on the engagement and use of temporary agents.

Please note that, candidates who have been engaged by the EEAS as non-permanent servants (temporary and contract agents engaged under Article 3b of the CEOS), will be bound by Decision ADMIN(2023) 24 of the High Representative of the Union for Foreign Affairs and Security Policy of 14/07/2023 on the maximum duration of engagement by the European External Action Service of non-permanent staff under successive limited duration contracts of different types, and on the minimum lapse of time between successive contracts under Article 2(e) of the CEOS and repealing the Decision ADMIN(2020) 10 of the High Representative of the Union for Foreign Affairs and Security Policy of 16/07/2020.

WE LOOK FOR:

We are looking 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:

• Maintain the agenda, filter calls and take messages, respond to general inquiries and manage functional email boxes and calendar;
• Act as the first point of entry for all communications to the DMD office;
• Organise and set up meetings with internal and external stakeholders;
• Receive and route incoming correspondence, finalise and transmit outgoing correspondence, preparing /copying documents (including lay-out/formatting) for transmission;
• Assist in the preparation and follow-up of files and documents, performing quality check and compiling files for meetings;
• Prepare Director’s Mission Orders and declaration of travel expenses, taking care of procedural follow up and handling the reimbursement requests of representation costs;
• Manage information and procedures on staff missions, holidays, leave and absence records and similar personnel administration formalities at D.MD level;
• Carry out the necessary arrangements for visitors to the building and assist in welcoming and informing outside visitors in accordance with security regulations;
• Ensure that classified information is managed in accordance with the EEAS Security Regulation, including the use of tools and software for secure communication;
• Perform other ad-hoc tasks required by the management;
• Provide administrative and logistical support for the organisation of internal and external events such as meetings, workshops, conferences and public events;
• Substitute for MD CPCC secretariat in case of absence of the secretary to the MD CPCC.

The position involves regular contacts with all MD CPCC divisions, civilian CSDP Missions, EU Member States permanent representations, Council and Commission services.

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)2, 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 AST/SC2

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 references³ as to their suitability for the performance of their duties;
• Have the capacity to work in languages of the CFSP (English and French, in writing and orally). Both languages are required in the performance of the duties. The command of one language must be at minimum C1 level (Language 1 — thorough knowledge) and the command of the other one must be at minimum B2 level (Language 2 — satisfactory knowledge)⁴.
• 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:

• have a good understanding of the rules and administrative procedures of the European Institutions;
• be proactive, highly motivated and have good organisational skills;
• have the ability to work in a team;
• be flexible and service-minded, have good inter-personal skills;
• have the ability to work in both English and French;
• have the ability to identify and prioritise key issues;
• have the ability to handle sensitive information and contacts with internal and external partners with a high level of confidentiality and discretion.
• Have a valid security clearance at the level of EU Secret would be an asset to facilitate access to the CPCC building.

Furthermore:

• sound computer skills,
• use of applications (ARES, MIPS, SYSPER, EEAS Register, NEO, e-brief, etc.),
• good use of virtual meeting platforms
• handling of security communications systems (RESCOM, SECEM, etc.) would be considered as strong assets

EXPRESSION OF INTEREST AND SELECTION PROCEDURE⁵:

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

1. Expression of Interest

Before submitting their application, candidates should carefully check whether they meet all the eligibility criteria in order to avoid exclusion from the selection procedure.

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

cpcc.administration@eeas.europa.eu copying AST-SC-STAFF@eeas.europa.eu

For the purposes of the e-mail application, the e-mail must have in the subject the following title:

"EoI-HQ (AST/SC)-TA2b-AST/SC2- DMD.CPCC – 412066"

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 12/02/2024 to 04/03/2024 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/SC)-TA2b-AST/SC2- DMD.CPCC – 412066"):

AST-SC-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 them objectively and impartially based on the selection criteria, as listed in the present call for expression of interest. The selection panel can also decide to invite preselected candidate for written or oral tests.

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 the EEAS (EEAS-HQ-APPLICATIONS- AST@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 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.

RECRUITMENT:

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 security vetting if (s)he does not already hold security clearance to an appropriate level, in accordance with the relevant security provisions. In case the successful candidate does not obtain his or her PSC, his or her engagement will be terminated.

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

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/SC-2⁶ for a duration 2 years renewable subject to the possibility of extension offered by the EEAS Decision ADMIN(2023) 24 on the maximum duration of engagement.

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

POST AVAILABLE: immediately

CONTACT

Sandra PAESEN Sandra.PAESEN@eeas.europa.eu Tel. 32 2584-1148

The closing date for submissions is 04/03/2024 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 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

³ criminal records certificate

4 Please note that the minimum levels required above must apply to each linguistic ability (speaking, writing, reading and listening)

requested in the application form. These abilities reflect those of the Common European Framework of Reference for Languages: https://europass.cedefop.europa.eu/en/resources/european-language-levels-cefr

⁵ 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

6 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/PDF/?uri=OJ:C_202301544

A number of factors are taken into account in calculating your pay. Use the pay calculator for an individual estimate:

https://myintracomm.ec.europa.eu/staff/EN/working-conditions/pay/Pages/calculettes.aspx