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.
MD-PSD is engaged in fostering and strengthening the EU’s role as a global security actor. Our thematic spectrum is as broad as our mission is simple: everything we do, all the instruments we apply and policies we formulate and implement seek to promote peace and security and to deliver on the EU’s ambition in defence. We engage in the entire conflict cycle, from prevention and mediation to counterterrorism and from crisis management to defence, stabilisation and early reconstruction.
Enabling common EU action through unity is at the essence of the MD-PSD’s work. We work hand in hand with Member States in formulating strategic policy orientations and directly support the development of effective and efficient EU response and action. The Chairs of the Working Groups and Committees play a crucial role in forging common EU positions across the peace, security and defence spectrum. In the MD-PSD team, the Politico-Military Group (PMG), Committee on Civilian Aspects of Crisis Management (CIVCOM) as well as the Council Working Parties on Non-proliferation (CONOP) and on Arms Exports (COARM) are focused on ensuring aligned and ambitious EU positions across the wide spectrum of topics. The MD-PSD team designs tailored diplomatic and military engagement with countries across the globe.

WE PROPOSE
The EEAS is launching a call for expression of interest for the recruitment of one ASSISTANT (AST2) 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
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:

• Provide efficient secretarial support to the Managing Director and her Political Assistants;
• Maintain and update the Managing Director's agenda, set meetings and send invitations;
• Meet and accompany external visitors in accordance with security regulations;
• Carry out various administrative tasks such as filtering telephone calls, filing and ordering supplies, drafting correspondence;
• Document management: registration of incoming and outgoing correspondence in ARES, including attribution of the documents to the respective colleague(s) and share good practices as well as coordinate horizontally the application of internal procedures;
• Organise missions of the Managing Director and her Political Assistants: logistical arrangements, encoding of missions in MIPS, prepare the briefing file;
• Co-ordinate and check the quality of administrative work horizontally;
• Co-ordinate the creation of as well as keep up-to-date and retrieve documents and data in the appropriate files or IT databases;
• Ensure the preparation of background documents, briefing files, speeches, presentations, etc.;
• Organise meetings, video conferences, or other events;
• Follow-up representation and mission budgets.

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 AST2.

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 proven experience in the secretarial field;
• have problem solving and organisational skills;
• have the capacity to work as a member of the team as well as with a degree of autonomy;
• have the ability to work flexibly and under time pressure;
• be service-minded with a sense of initiative;
• have good interpersonal and communication skills, enabling them to maintain professional and courteous relations with interlocutors;
• have sound computer skills (MS Office) and a good knowledge of administrative procedures;
• have a very good knowledge of oral and written English.

Furthermore:

• experience of working in a team in multi-disciplinary and multi-cultural environment;
• good knowledge of ARES, MIPS, SYSPER, E-Brief, and other internal IT tools;
• a good knowledge of French;

would be 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:
MD-PSD-ADMINISTRATION@eeas.europa.eu copying AST-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)-TA2b-AST2-MD-PSD - 437100"
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;

Expressions may be submitted during the period from 26/01/2024 to 06/02/2024 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)-TA2b-AST2-MD-PSD - 437100"): MD-PSD-ADMINISTRATION@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. 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 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-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.

PLACE OF EMPLOYMENT: Brussels, Belgium

POST AVAILABLE: immediately

CONTACT

Ms Benedikta VON SEHERR-THOSS, Managing Director MD-PSD

Tel: +32 2584-3820

Email: Benedikta.VON-SEHERR-THOSS@eeas.europa.eu

Ms Christine LIEMANS, HR Assistant MD-PSD

Tel: +32 460 84 52 89

Email: Christine.LIEMANS@eeas.europa.eu

The closing date for submissions is 06/02/2024 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