EEAS Vacancy Notice Contract Agent FGII – Job title : Secretary

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 European Peace Facility Division (ISP.4) is a division which ensures the overall management of the European Peace Facility (EPF). The EPF aims at providing the EU with an off-budget fund for at least the duration of the next Multiannual Financial Framework (MFF) to finance all Common Foreign and Security Policy (CFSP) operational actions having military or defence implications, which the Council may decide. The Division is responsible for the planning/programming, identification and operational management of assistance measures as well as for the preparation and negotiation of relevant Council decisions. It also ensures political and operational reporting functions, including on EPF equipment planning and monitoring. The Division works closely with relevant EEAS departments, Commission and Council services.

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).

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 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:

• Assist and support the Division, in regard to document workflow, according to classification and through the appropriate channels of distribution;
• Ensure that incoming messages, requests and documents are attributed and followed-up within the Division respecting the given timelines;
• Implement document management policies ;
• Working with EEAS specialized devices and software in order to ensure compliancy with the requested security constraints and other administrative processes;
• Perform administrative quality checks on files for signature;
• Process, create, keep up to date and retrieve dossiers, documents and data in the appropriate files or IT databases;
• Organize missions of staff using MIPS application;
• Organize meetings and events.

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 passed 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 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 of the CAST exam that this candidate will be called to attend.²
• 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 in the secretarial field;
• have problem solving and organisational skills;
• have ability to work flexibly and under time pressure;
• have good interpersonal and communication skills enabling them to maintain professional and courteous relations with interlocutors;
• have a good working proficiency in English.

Furthermore the following would be strong assets:

• good knowledge of internal IT tools;
• good knowledge of French.

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, 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 procedure³

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

Deadline for sending application: 18/04/2023 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.

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 and that has successfully passed the CAST exam, 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.

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, see

https://eur-lex.europa.eu/legal-content/EN/TXT/?qid=1570023902133&uri=CELEX:01962R0031-20190101

2. An invitation to sit the CAST exam does not commit the EEAS to invite the candidate to a selection panel nor to offer a Contract Agent position, should they succeed the CAST exam.

3. 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).