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.

SG.CRC.3, Field Security Division is a dynamic team, responsible for providing security advice and support to EU Delegations worldwide, enabling their work assisting with the fulfilment of the legal duty of care obligation towards EEAS staff and eligible dependents, assets and information.

The Division has three sectors: Operations, Resources & Logistics and Strategy. The Operations sector provides the link between HQ and field operations including the Regional Security Officer (RSO) network, comprising 71 RSOs (with three HQ RSO floaters and 68 RSOs based in Delegations). The Resources and Logistics Sector carries out oversight of the budget lines for Security services contracts (security static guarding and close protection worldwide), coordinates on all security contract tenders worldwide, manages the procurement and maintenance of armoured vehicles, personal protective equipment, satellite communications, radio-communications networks, the Division's human resources (including RSO network recruitment, rotation), and is involved in all security related financial, budgetary, legal and audit matters. The Strategy Sector is responsible for the drafting of policies, training of Security Management Teams, security e-learning tools, training of RSOs, Service Level Arrangements and the content of Hostile Environment Awareness Training courses.

We propose

The position of Secretary - contract agent FGII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).

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 adapt quickly to a new working environment with a high workload and to 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 main tasks:

• Provide efficient secretarial support to the Head of Division and the other members of the Field Security Division;
• Provide assistance by managing the Division’s calendar, answering the telephone, filtering calls and taking messages, and responding to general enquiries;
• Manage the functional mailbox and process the requested information and documents;
• Ensure that incoming messages, documents and tasks for the Division are attributed and closely monitor deadlines;
• Prepare notes, routine correspondence and other texts that are needed for the overall activity;
• Attend meetings and prepare the minutes;
• Carry out the necessary arrangements for visitors to the building, including protocol requirements as well as PRESTO orders, and assist in welcoming and informing outside visitors in accordance with security regulations;
• Assist mission performers in the preparation of mission orders and declaration of expenses;
• Assist in the preparation of files and folders for meetings whenever needed;
• And any other file that could be in her competencies,
• Create and manage files and retrieve documents, ensuring that they are filed in the relevant EEAS tools (Division filing system, ARES, e-Brief, DECIDE, etc.) and secured in accordance with the regulations in force.

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 passing a CAST exam, the successful candidate will be offered a contract agent position (Function group II on the basis of a contract of an initial duration of 1 year that can be extended 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)
• 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:

• a strong motivation and experience in the administrative/secretarial field,
• proven organizational skills and ability to deal with multiple files while respecting deadlines,
• good inter-personal and communication skills,
• very good knowledge of English together with a good knowledge of French; other languages being considered as an asset,
• a sound knowledge of the standard IT applications (MS Office, ARES, MIPS, Tsar, etc.).

Furthermore

• experience of working in a team in multi-disciplinary and multi-cultural environment;
• experience in working with or within other EU institutions;
• stress resistance;
• as well as the ability to deal with a high workload

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 might be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level, 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 FIELD-SECURITY-RECRUITMENT@eeas.europa.eu

Deadline for sending application: 06/01/2023 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.

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available: Immediately

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. 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)