We are

The European External Action Service (EEAS) supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports his/her tasks of conducting the Union's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his/her capacity as Vice President of the Commission with regard to his/her responsibilities within the Commission in the external relations field including the coordination of other aspects of the Union's external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

The Deputy Managing Director (DMD) for Values and Multilateral Relations in MD GLOBAL is in charge of three Divisions covering multilateral relations, democracy and electoral observation, human rights. The DMD for Values and Multilateral relations is also Ambassador for Gender and Diversity, reporting directly to the SG.  

We propose

The position of assistant to the Deputy Managing Director/Ambassador for Gender and Diversity - contract agent FGII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available:  16/11/2023

We look for

A dynamic, flexible and proactive colleague with good communication and organizational skills with a developed sense of service and ability to work in a fast paced diplomatic environment. The assistant should be able to quickly adapt to new working environment and be a good team-player. The successful candidate should ideally have prior working experience in the EU and have good computer skills with a sound knowledge of the standard IT applications and administrative procedures used in the EEAS. He/she will be entrusted with the following principal tasks:

•  Assist the DMD/Ambassador for Gender and Diversity in the coordination of the agenda and activities, including the management of correspondence, meetings, briefings files and documents and the follow-up of administrative procedures;
• Act as first point of contact for external actors (telephone calls, management of the functional mailbox);
• Carry out various administrative tasks such as diary-keeping, note taking, keeping the team’s task table up to date, digital filing, ordering supplies, independently dealing with correspondence;
• Document management: registration of incoming and outgoing correspondence. Prior knowledge of ARES is an asset.
• Knowledge management: Keeping the team’s filing system up to date. Maintaining up to record file for Ambassador’s speeches and key briefings. Uploading documentation to knowledge sharing platforms. Maintaining up-to-date contact lists of key counterparts of the team.
• Organising missionsof team members, including travel and accommodation arrangements and subsequent declaration of costs. Prior knowledge of MIPS is an asset.
• Co-ordinate the creation, keeping up to date and retrieval of  documents and data in the appropriate files or IT databases;
• Assist with communication of the DMD/Ambassador for Gender and Diversity’s activities (eg. EEAS intranet, social media, EEAS webpage).
• Co-ordinate and authorise translation requests

The position involves regular contact with 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). ^[1]

Subject to having passes the CAST exam, 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 for a maximum duration of 6 years.

Eligibility criteria

Candidates for this contract agent II post should:

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

Or

• (ii) be registered in the EPSO Permanent 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 years;
• 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:

The successful candidate should have:

• Proven experience as secretary/assistant;
• Ability to be flexible and service-minded;
• Ability to prioritise;
• Very good organisational and communication skills;
• Team spirit and a sense of initiative;
• Ability to work independently with limited supervision;
• Capacity to ensure quality, speed and accuracy in performing a diversity of tasks;
• Ability to cope with stress;   
• Good knowledge of EU/EEAS administrative rules and procedures;
• Knowledge of filing methods and document management systems and software;
• Sound computer skills (word processing, spreadsheets, internet and e-mail);
• Strong interpersonal skills, including the ability to be professional, courteous and deal  directly with key players at a senior level both inside and outside the EEAS;
• Ability to deal with confidential matters.

Furthermore:

• Previous experience in a (small) team, affinity with project-oriented work in EU institutions and/or other multi-cultural institutions
• Knowledge of IT tools used in EU institutions (ARES, MIPS, Sysper, E-Visitors, EU LEARN, E-Brief)

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, with reference to the Vacancy Number in the Subject field, to

SG-GENDER-DIVERSITY@eeas.europa.eu

Deadline for sending application: 24/11/2023 at 12.00 (CET).

 

Candidates shall draft their CV using the Europass CV format, 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 also 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 then recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment (AACC). 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: (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).