WE ARE

The European External Action Service (EEAS) supports the High Representative in the exercise of her mandate to conduct and implement an effective and coherent Union’s Common Foreign and Security Policy (CFSP), to represent the EU and to chair the Foreign Affairs Council. 

It also supports the High Representative in her capacity as Vice-President of the Commission with regard to her 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 the EU Member States, the General Secretariat of the Council, the services of the Commission and the Secretariat General of the European Parliament.

Within the EEAS, the Policy Coordination Division (SG.COORD) plays a central role in supporting the HRVP, the EEAS Secretary General and senior management in achieving policy priorities. Through a joined-up approach to inter-institutional coordination, the Division contributes to the effective and efficient conduct of policy and decision-making processes within the EEAS and with regard to the work of the Council and Commission. 

The Correspondence Team manages in particular the High Representative’s, Presidents’, and Vice-Presidents' correspondence from assignment to delivery. 

WE PROPOSE

The position of Document management Agent – HRVP and Presidents Correspondance Team, contract agent FGII as per article 3b of the Conditions of Employment of Other Servants of the European Union (hereafter, the “CEOS”)^[1].

PLACE and DATE OF EMPLOYMENT

• ‎EEAS Headquarters, Brussels, Belgium

• Post available:  01 September 2025

LEGAL BASIS 

The vacancy is to be filled in accordance with the conditions stipulated under the CEOS, in particular Article 82 thereof. In case of recruitment, the successful candidate will be offered a contract agent position (Function group II), on the basis of a contract with an initial duration of one year that may be successively renewed up to a maximum duration of six years[2], subject to the maximum duration of engagement by the EEAS allowed under successive limited duration contracts of different types[3]. 

WE LOOK FOR

A dynamic, flexible and proactive colleague with good communication and organisational skills with a developed sense of service; good team player who works well under pressure. The person should be able to quickly adapt to new working environment and should be able to work independently and as part of a team in an efficient manner. The successful candidate should have very good knowledge of ARES, advanced knowledge of Word and Excel, and a sound knowledge of the standard IT applications and administrative procedures. The person will be entrusted with the following main tasks: 

• Coordinate within the EEAS all correspondence handling for the President and Vice-Presidents of the European Commission, the President of the European Council, the High Representative/Vice-President and members of the HRVP's Cabinet.
• Assign the incoming correspondence registered by the HRVP Cabinet or by the General Secretariat of the Commission or the Council according to the document management rules and relevant procedures.
• Ensure and monitor the timely delivery of draft replies, including preparing the final version of the letters for signature by the President of the European Commission and/or President of the European Council and/or by the HRVP.
• Register incoming and outgoing correspondence by the President of the European Council, where EEAS is tasked with the preparation of the draft reply.
• Quality control of correspondence in the English language (addressees, job titles, formatting, etc.) and the coordination of the linguistic quality control in other EU languages.
• Prepare follow up/monitoring table for the cabinet and for follow-up of the team's activity and deadlines.
• Provide advice to the services related to the handling of correspondence.
• Contribute to training sessions with the EEAS and/or represent the EEAS in Commission meetings on Correspondence. 

Eligibility criteria[4]

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://epso.europa.eu/en/job-opportunities/open-for-application). 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;

• 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 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:

• Possess a high sense of initiative, responsibility and reliability 

• Be a team player, showing flexibility, team spirit and cooperation 

• Be a well organised multitasker – with the ability to perform under pressure and   adjust to changing priorities while respecting deadlines 

• Have very good organisational skills and a service minded attitude with a capacity to ensure quality, speed and accuracy in performing complex tasks in a multicultural environment 

• Attention to detail, problem solving skills, analytical and comprehension skills 

• Excellent time management skills and the ability to prioritise work 

• Possess interpersonal and communications skills in order to ensure a positive outcome within a given timeframe 

• Be able to explain complex procedures related to the management of correspondence of the President and Vice-Presidents of the European Commission, the President of the European Council, the High Representative/Vice-President and members of HRVP's Cabinet 

• Have good knowledge of ARES, a strong propensity for IT and very good knowledge of all MS Office Tools, i.e. mail merge in Word, Excel tables 

• Good knowledge of oral and written English 

Furthermore: 

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

• Experience in working with or within other EU institutions 

• Good knowledge of oral and written French 

• Possess a good understanding or a keen interest in EU 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, candidates shall fill in 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.

PERSONNEL SECURITY CLEARANCE (PSC)

The requested level of security clearance for this post is: SECRET UE/EU SECRET. A 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^[5].

The selected candidate should hold, or be in the position to obtain, a valid Personnel Security Clearance (hereafter, the “PSC”)[6] issued by the competent authority of the Member State concerned. 

Candidates who do not already have a valid PSC will be required to go through the security clearance vetting procedure of their Member State to obtain this clearance in accordance with national laws and regulations and with the procedure laid down in the Decision ADMIN(2019)7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019 and in Annex A I of the Decision ADMIN(2023) 18 on the security rules of the EEAS. Until the PSC is issued by the competent authority of the Member State concerned, the selected candidate will not be authorised to access EUCI at the level of CONFIDENTIEL UE/EU CONFIDENTIAL or above, or to participate in any meetings or workflow where EUCI is processed.

Please note that the necessary procedure for obtaining a PSC can be initiated on request of the employer only, and not by the individual candidate.

In case of failure to obtain or renew the required PSC, the AACC may take the appropriate measures in accordance with Article 3(3) of the Decision ADMIN(2019) 7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019.

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. 

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 1(d)(4) of the Staff Regulations.

APPLICATION AND SELECTION PROCEDURE[7]

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: POLICY-COORDINATION-RECRUITMENT@eeas.europa.eu

Deadline for sending application: 18/07/2025 at 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 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 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”). The AACC may decide to interview the candidates on the final shortlist before taking this decision.

It is recalled that the selection procedure may be terminated at any stage in the interest of the service.

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.

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

[2] Article 8 of the Commission Decision C(2017) 6760 of 16.10.2017 on the general provisions for implementing Article 79(2) of the Conditions of Employment of Other Servants of the European Union, governing the conditions of employment of contract staff employed by the Commission under the terms of Articles 3a and 3b thereof.

[3] Decision ADMIN(2023) 24 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.

[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]    The ‘Personnel Security Clearance’ is defined under point 2 of Annex A I of the Decision ADMIN(2023) 18 on the security rules of the EEAS as “a statement by a competent authority of a Member State which is made following completion of a security investigation conducted by the competent authorities of a Member State and which certifies that an individual may, provided his ‘need-to-know’ has been determined, be granted access to EUCI up to a specified level (CONFIDENTIEL UE/EU CONFIDENTIAL or above) until a specified date; the individual thus described is said to be ‘security cleared’.”

[7] 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: (https://www.eeas.europa.eu/eeas/eeas-privacy-statement-data-protection-notice-purpose-processing-personal-data-related-public_en) and on the EEAS Intranet:(https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-statements-dp-notices).