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 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 as Vice President of the Commission with regard to his 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 Member States, the Council and relevant services of the European Commission.

The Division Africa.4 is - in close cooperation with the relevant EU Delegation – responsible for the management and coordination of relations with 10 African countries in Central Africa and the Great Lakes region (Burundi, Cameroon, Chad, the Central African Republic, Democratic Republic of the Congo, Equatorial Guinea, Gabon, Republic of the Congo, Rwanda and São Tomé and Príncipe) as well as relevant regional organizations, including the ECCAS (CEEAC) and CEMAC, CEPGL and ICGLR.

We propose

The position of secretary in the Division Africa.4 (Central Africa) - 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: immediately

We look for

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

He/she will be entrusted with the following tasks:

• provide efficient secretarial support;
• 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; ensure appropriate circulation within the Division;
• organise missions of staff and their follow-up using MIPS application;
• organize meetings and events; assist in welcoming and escorting outside visitors;
• organize and liaise with Heads of Delegation / Delegation staff for visits to HQ;
• co-ordinate the creation, keeping up to date and retrieval of documents and data in the appropriate files or IT databases;
• oversee RESCOM and Cortesy functional mailbox: onward transmission, printing of documents as appropriate;
• coordinate briefing requests and prepare dossiers for high level meetings etc
• monitor and process e-mails from the division’s functional mail boxes;
• co-ordinate and ensure follow-up official correspondence and correspondence with the public, respecting the relevant deadlines. Monitor and prepare replies to inter-service consultations;
• co-ordinate and authorize translation requests.

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

The successful candidate will be offered a contract agent position (Function group II); renewable contract for a maximum duration of 6 years (with a valid CAST exam).

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)
• 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:

• proven experience as secretary/assistant;
• good knowledge of administrative rules and procedures;
• knowledge of filing methods and document management systems;
• sound computer skills (word processing, spreadsheets, internet and e-mail);
• capacity to assure quality, speed and accuracy in performing a diversity of tasks in a complex and multicultural environment without constant supervision;
• ability to work under pressure and to respond quickly to new demands;
• ability to communicate information clearly and effectively and to focus on priorities;
• capacity to be able to work as part of a team as well as with a degree of autonomy;
• sense of initiative, responsibility, discretion, organisation and innovation;
• ability to deal with confidential matters;
• English and French language proficiency.

Furthermore:

• experience in external relations;
• experience in handling secure communications and classified information;
• knowledge of IT tools used in EU institutions (ARES, MIPS, Sysper2, RESCOM, CORTESY, E-Visitors, E-room, EU LEARN, E-BRIEF, Decide, etc. );
• experience of working in multi-disciplinary and multi-cultural environment;
• experience in working with or within other EU institutions

would be considered as assets.

Specific conditions of employment

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

The successful candidate will be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level (EU SECRET), in accordance with relevant security provisions.

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 procedure²

Please send your CV and cover letter (with your EPSO CAST number) via email to AFRICA-4@eeas.europa.eu

Deadline for sending application: 16/02/2023 at 12.00 (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 panel will recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

It is recalled, that if the interest of the service so requires, the selection procedures can be terminated at any stage in the interest of the service.

1. Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, seehttps://eur-lex.europa.eu/legal-content/EN/TXT/?qid=1570023902133&uri=CELEX:01962R0031-20190101

2. 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)