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 Support to the Delegations Division (RM.BHR.6) is responsible for establishing, processing and payment of individual staff entitlements in Delegations, for the support to business continuity in EU Delegations in administration and on the post of Personal Assistant to Head of Delegation. The Division also coordinates the mentoring programme for the newly appointed Heads of Administration and Personal Assistants to Heads of Delegation and contributes to their selection and training.

We propose:

The position of the Finance and Contracts Assistant - contract agent FGIII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS) ^[1].

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available:  01/03/2024

We look for

A highly motivated colleague who will work within the team whose main tasks are:

Budget and financial monitoring and reporting Accounting

Accounting:

• Ensure correct and timely financial initiation and/or verification of transactions
• Ensure the regularity and legality of commitments, payments
• Advise on sound financial management to all stakeholders
• Financial circuits, missions, preparation of financial dossiers

• Back-up for the administration in the Delegations when needed
• Provide assistance to very small Delegations.

Budget and financial monitoring and reporting:

• Budget requirements, allocation and reporting
• Follow-up of the budget and in preparing transfer requests when needed
• Follow-up of the consumption of the commitments and payment credits using ABAC and/or BUDGDEL.

Human Resource Management

• Legal overview and assistance in human resource management - Analysis of local law documents, and comparison with internal procedures
• Preparation of administrative files; monitoring and reporting of issues
• Regional overview; Back-up for the administration in the delegations when needed (including support on missions)
• Provide assistance in the workflow for small delegations where necessary.

Remuneration, Rights and Obligations

• Rights & obligations: Management of personnel files of local staff and handling of related sensitive information, providing information on different procedures to newcomers and other staff
• Calculations and payment of local staff salaries including overtime; Payroll system administration and other salary services
• Medical reimbursements – Prior consultation of eligibility and procedures, calculation and verification for reimbursements of medical expenditure.

Legal basis

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

Subject to having passed the CAST exam, the successful candidate will be offered a contract agent position (Function group III), on the basis of a contract with an initial duration of one year that may be successively renewed for a maximum duration of 6 years.

Eligibility criteria:

Candidates for this contract agent III post should:

• (i) have passed a valid EPSO CAST in a valid FG for this post

or

• (ii) be registered in the EPSO Permanent Contract Agent Selection Tool (CAST) in a valid FG for this post (https://epso.europa.eu/en/job-opportunities/open-for-application). In that case, while the registration will render the candidate eligible for the selection procedure, the recruitment of a candidate on this vacant post will be subject to their successfully passing the CAST exam that this candidate will be called to attend.  
• 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 languages of CFSP and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset.
• 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 prior experience with at least two of the following domains: accounting, financial operations, HRM procedures and tools;
• have ability to maintain diplomatic relations and to ensure representation and communication in a complex, multicultural environment;
• have capacity to create constructive working relations in the field of external relations with national authorities, international organisations and EU Member States;
• have strong drafting and analytical skills combined with sound judgement;
• have knowledge of external relations, internal policies and functioning of the Union;
• have excellent communication skills and the ability to establish and maintain a          network of contacts both within and outside the EEAS;
• have the ability to communicate clearly on complex issues and the capacity to perform with accuracy and in a flexible manner a diversity of tasks in a complex institutional environment;
• have strong service attitude;
• be fluent in English and in French (both orally and in writing);
• have geographical knowledge and/or experience of the Neighbourhood;
• be a flexible team player.

Furthermore: 

• experience and advanced knowledge of the Microsoft Office suite, Microsoft Excel in particular;
• experience of working in a team in a multi-disciplinary and multi-cultural environment;
• experience in working with or within a diplomatic representation or EU Delegation;
• fluency in one of Spanish, Arabic, Russian, Chinese, Portuguese;

would be considered as strong assets.

Specific conditions of employment

The signature of the contract will be subject to prior favourable opinion of the Medical Service.

This post is currently not identified as a post which requires Personnel Security Clearance (PSC) to access EU classified information (EUCI) in accordance with point 7 of Annex A I of the Decision ADMIN(2017) 10 on the security rules of the EEAS^[2] and as implemented by Decision ADMIN(2019) 7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019 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 3(3) of the Decision ADMIN(2019) 7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019.

Description of the EU classified information levels is available under Article 2 of the Decision ADMIN(2017) 10 on the security rules of the EEAS^[3].

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 1d.4 of the Staff Regulations.

Application and selection procedure[4]

Please send your CV and cover letter (with your EPSO CAST number) via email to

SUPPORT-TO-DELEGATIONS@eeas.europa.eu

Deadline for applications.  31/01/2024 at 18.00 (CET).

Candidates shall draft their CV following the European CV form 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, in addition to the interview, to organise written tests, either for all pre-selected candidates or to the best ranked ones, after the interview. 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 shall be invited to sit the CAST exam before or after the interview stage by the selection panel (in accordance with the eligibility criteria set out above).The panel will recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment The AACC may decide to interview the candidates on the final shortlist before taking this decision.

If, exceptionally, on the date of recruitment, the successful candidate has not yet had the opportunity to pass the tests necessary to obtain the CAST, the latter will be engaged on condition that he obtains the CAST within six months of taking up his duties. Failure to obtain the required CAST will give the EEAS the right to terminate the employment contract.

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 fulfils the requirement 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 having the same job profile.

[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]    OJ C 126, 10 April 2018, p.1.

[3]    OJ C 126, 10 April 2018, p.1.

[4] 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: (http://eeas.europa.eu/data_protection/rights/index_en.htm) and on the EEAS Intranet:

(https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-statements).