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EEAS HQ - Administrative Agent to the Head of Division - DG.RM-RM.01 - Contract Agent FGI - Job No 521708

13.07.2026 Expiring soon

Deadline for sending application: 20/07/2026at 12.00 noon (CET).

WE ARE

The European External Action Service (EEAS) is the European Union’s diplomatic service. Since 2011, the EEAS carries out the EU’s Common Foreign and Security Policy (CFSP) to promote peace, prosperity, security, and the interests of the EU across the globe. It brings together European civil servants, diplomats from EU Member States, national experts and local staff worldwide.

The EEAS supports the High Representative in the exercise of her mandate to steer the Union’s CFSP, including the Common Security and Defence Policy (CSDP), to represent the EU on issues relating to the CFSP and to chair the Foreign Affairs Council. It also supports her as Vice-President of the Commission with regard to her responsibilities within the Commission, including the coordination of other aspects of the EU’s external action. The EEAS works in close cooperation with the EU Member States, the General Secretariat of the Council, the services of the Commission and the Secretariat General of the European Parliament.

The EEAS Headquarters are in Brussels. It is also responsible for the management of the network of 145 Union Delegations and Offices worldwide. These Diplomatic Representations play a vital role in representing the EU in the country where they are based, in promoting the values and interests of the EU, and in building networks and partnerships. They are responsible for all policy areas of the relationship between the EU and the host country/organisation.

The Division “RM.01- Coordination” is directly attached to the Director-General for Resource Management (DG.RM), coordinating various administrative policies and ensuring that DG.RM relevant decisions, rules and procedures are compliant with the applicable regulatory framework.

WE PROPOSE

The position of Administrative Agent - to the Head of Division and Division contract agent FGI as per article 3a of the Conditions of Employment of Other Servants of the European Union (hereafter, the “CEOS”).

Subject to having passed the CAST exam, the successful candidate will be offered a contract agent position (Function group I), on the basis of a contract with an initial duration of one year that may be renewed for another year and, after the second extension, could potentially become for an indefinite duration.

PLACE and DATE OF EMPLOYMENT

‎EEAS Headquarters, Brussels, Belgium

Post available: 16/08/2026

LEGAL BASIS FOR RECRUITMENT TO THIS POSITION 

The vacancy is to be filled in accordance with the conditions stipulated under the CEOS, in particular Article 82 thereof. 

WE LOOK FOR

A dynamic, flexible and proactive colleague with good communication and organisational skills with a developed sense of service. The secretary should be able to quickly adapt to new working environment 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.

The main responsibility of the successful candidate will be to provide general secretarial, administrative and logistical support to the Head of Division, as well as support to the Deputy Head of Division and other members of the Division.

He/she will be entrusted with the following main tasks:

  • provide efficient secretarial support to the Head of Division, as well as Deputy

Head of Division and other staff members;

  • 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;

  • organise missions of staff using MIPS+ application; ensuring the Division’s mission planning;

  • organise conferences, meetings, events and dialogue meetings with third countries, including budgetary request, contacts with the Protocol Service, room booking and reception; representation budget and planning;

  • 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, etc;

  • ensure the technical and logistical assistance to Head of Division in dealing with tools, procedures and deadlines related to their human resources activities;

  • co-ordinate and dispatch the Inter-service Consultations, E-Brief and follow-up to requests;

  • working as a team with other assistants in the Division and replace them when needed.

Eligibility criteria

Further to the conditions set out in Article 82 of the CEOS, candidates must:

  • have passed a valid EPSO CAST in a valid function group for this post, or be registered in the EPSO Permanent CAST in a valid function group for this post (https://eu-careers.europa.eu/en/contract-staff-selection-procedures-always-open-registration). In the latter case, while the registration will make the candidate eligible for the selection procedure, the recruitment of a candidate on this vacant post will be subject to his/her successfully passing the CAST exam;

  • Candidates must meet the minimum qualifications for engagement as contract agent FG I: 

    • have successfully completed compulsory education attested by a diploma;
    • have the capacity to work in the languages of the CFSP and external relations (English and French) necessary for the performance of their duties; 
    • be a national of one of the Member States of the European Union and enjoy full rights as a citizen.

Selection criteria

Candidates should have:

  • proven experience in the administrative support field;

  • a good sense of initiative, prioritisation and organisation, with the ability to deal with files in a timely manner;

  • the ability to be flexible, perform multiple tasks, adjust to changing priorities and respect deadlines;

  • good computer skills (MS Office), with a sound knowledge of the standard IT tools used in the EU institutions (e.g. ARES, MIPS+/NEO, SYSPER, Webex, etc.);

  • a good understanding of administrative procedures;

  • very good knowledge of spoken and written English and French;

  • be a team player with good inter-personal and communications skills.

  • Furthermore:

  • experience of working in a team in a multi-disciplinary and multi-cultural environment;

  • experience in working with or within other EU institutions;

  • experience in the field of external relations;

will be considered as strong assets.

CONDITIONS OF RECRUITMENT AND EMPLOYMENT

CONFLICT OF INTEREST AND SECURITY RISKS

As a matter of policy, applications by individuals who have dual nationality, of which one of a non-EU country, will be considered on a case-by-case basis taking account in particular of the functions attributed to the vacant post. The EEAS also examines if there could be a conflict of interest or security risks.

In this context, all candidates shall fill with their application a declaration of potential conflict of interest (see attached).

MEDICAL CLEARANCE

The signature of the contract will be subject to prior favourable opinion of the Medical Service, unless the successful candidate is a temporary agent currently employed in the EEAS.

PERSONNEL SECURITY CLEARANCE (hereafter, “PSC”)

This post is currently not identified as a post which requires Personnel Security Clearance (hereafter, the “PSC”) to access EU classified information (EUCI) in accordance with point 7 of Annex A I of the Decision ADMIN(2023) 18 on the security rules of the EEAS and as implemented by Decision ADMIN(2025) 42 on Implementing Rules and Procedures for Personnel Security measures for protection of EU Classified Information of 20 November 2025 and its implementing decisions.

Nonetheless, candidates are informed that the list of posts requiring a PSC in the EEAS Headquarters is subject to regular review and that the current post might be identified in the future as a post which requires PSC. 

If required after the taking of duty, the selected candidate will need to be in a position to obtain a valid PSC issued by the competent authority of their Member State in accordance with national laws and regulations. 

In case of failure to obtain or renew the required PSC, the AACC may take the appropriate measures in accordance with Article 7 of the Decision ADMIN(2025) 42 on Implementing Rules and Procedures for Personnel Security measures for protection of EU Classified Information of 20 November 2025.

Description of the EU classified information levels is available under Article 2 of Annex A of the Decision ADMIN(2023) 18 on the security rules of the EEAS.

EQUAL OPPORTUNITIES

The EEAS strives to be a dynamic, respectful and inclusive Service. We value the talent and professional excellence of our staff, and are committed to building an organisation where gender equality and the respect of diversity are core values, as set out in the EEAS Mission Statement and the EEAS Agenda for Diversity and Inclusion. The EEAS is committed to achieving gender balance within its workforce and strives to avoid any form of discrimination during this selection procedure, as per Article 1(d) of the SR. We actively welcome applications from all qualified candidates without any discrimination based on any ground. We commit to recruit candidates with the highest standard of ability, efficiency and integrity, carrying out a selection based on merits required for the post and from the broadest possible geographical basis among the EU Member States.

The EEAS is committed to working with people with disabilities in the terms of the SR. If, by virtue of your medical condition or special needs, you require reasonable accommodation for a part or the entirety of this selection process, please send us an email to CONTRACTAGENTS-HQ@eeas.europa.eu. Your request will be treated in strict confidence and no record will be kept. If a candidate with a disability is selected for a vacant post, the EEAS is committed to providing reasonable accommodation in accordance with Article 1(d)(4) of the SR. 

All selected candidates are expected to adhere to the Principles of Professional Behaviour of the EEAS, which outline the need for integrity, transparency, respect, professionalism and accountability, and a zero tolerance approach to any form of harassment.

APPLICATION AND SELECTION PROCEDURE

Please send your CV and cover letter (with your EPSO CAST number), in English or French, and the attached declaration of potential conflict of interest via email, with reference to the Vacancy Number in the Subject field, to:

RM-01-COORDINATION@eeas.europa.eu

Deadline for sending application: 20/07/2026at 12.00 noon (CET).

Candidates shall draft their CV using the Europass CV, 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 pre-selection will be done by a panel on the basis of the qualifications and the professional experience described in the CV and motivation letter. 

The preselected candidates who best meet the selection criteria will be invited for an interview, so that the selection panel can evaluate them objectively and impartially on the basis of their qualifications, professional experience and linguistic skills, as listed in the present vacancy notice. 

The selection panel may decide, subsequent to the interview, to organise written tests, either for all pre-selected candidates or to the best ranked ones. The content of such written tests will be defined by the selection panel and may include, but not be limited to, multiple choice questions, open questions and/or topics for a short essay. 

Pre-selected candidates without a valid CAST shall be invited to sit the CAST exam before or after the interview stage (in accordance with the eligibility criteria set out above). 

The panel will then recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment (hereafter, the “AACC”). If appropriate, the relevant Director, Managing Director or other senior manager of the recruiting division may conduct confirmatory interviews, prior to the final selection by the AACC.

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, after identifying the candidate that best fits the requirements of the post as set out in the vacancy notice, the AACC may also establish a reserve list of candidates. These candidates shall be informed that the reserve list shall remain valid for a period of one year from when it is established and that it may be used to fill the same post or an equivalent post in the EEAS with the same job profile.

If the successful candidate accepts the position, they will be expected to take up duties on the post. Consequently, their applications to other vacant posts within the EEAS will only be considered after two years on the post. Derogations may be granted in the interest of the service.


 

 

  1. ^

     Staff Regulations of Officials of the European Union (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). 

  2. ^

     Contract Agent Selection Tool.

  3. ^

     Article 85(2) of the CEOS stipulates that by way of derogation, the Appointing Authority may decide that only the fourth renewal of a contract for a member of function group I shall be for an indefinite period, provided that the total duration of his engagement for a fixed period does not exceed ten years.

  4. ^

     All the eligibility criteria must be met on the closing date for applications to this post.

  5. ^

     OJ C 263, 26 July 2023, p.16. 

  6. ^

     Your personal data will be processed in accordance with Regulation (EU) 2018/1725. The privacy statement is available on the EEAS Intranet: https://www.eeas.europa.eu/eeas/eeas-privacy-statement-data-protection-notice-purpose-processing-personal-data-related-selection-0_en.