The European External Action Service ( 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 Co uncil. 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 a ction. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

The Civilian Planning and Conduct Capability ( is the permanent EEAS structure supporting the Civilian Operations Commander. The Civilian Operations Commander is the overall commander at the strategic level of currently 13 civilian CSDP crisis management missions and provides strategic guidance and direction to the Heads of Mission. The Civilian Operations Commander reports dire ctly to the High Representative for Foreign Affairs and Security Policy and through him to the Council of the EU. Under the political control and strategic direction of the Political and Security Committee and the overall authority of the High Representati ve, the Civilian Operations Commander ensures the effective planning and conduct of civilian CSDP crisis management missions, as well as the proper implementation of all mission related tasks.

WE PROPOSE:

The position of Administrative Agent in the Conduct of Operations Division, CPCC. 2 contract agent FGII 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: immediately

WE LOOK FOR:

We are seeking a dynamic, proactive and highly motivated colleague with very good communication and organisational skills. Under the authority of the Head of Division, via the Head of Sector, he/she will be entrusted with the following main tasks:

Organise meetings and video conferences involving civilian CSDP Missions, Member States and relevant EU services;

• Draft minutes of meetings, including regular division/sector meetings;
• Manage information and procedures on missions, holidays, leave and absence records and similar personnel administration formalities;
• Assist the line manager in preparing, encoding and updating job descriptions (Sysper);
• Assist Mission performers in the preparation of Mission Orders and Declaration of Expenses;
• Maintain the diary, answer the telephone, filter calls and take messages, respond to general inquiries and manage functional email boxes and calendar;
• Assist in the preparation and follow-up of files and documents, including quality check;
• Ensure the implementation of the procedures concerning the management of documents and share the good practice and coordination of internal procedures as Document Management Officer's correspondent of the Sector/Division;
• Receive and route incoming correspondence, finalise and transmit outgoing correspondence, preparing /copying documents (including lay-out/formatting) for transmission;
• Create files and retrieving documents making sure that they are filed in the relevant EEAS document management tools (ARES/MARS) and secured in accordance with the regulations in force;
• Manage office supply and equipment;
• Facilitate internal communication within the CPCC as well as with external partners;
• Carry out the necessary arrangements for visitors to the KO building and assist in welcome and inform outside visitors in accordance with security regulations;
• Ensure that classified information is managed in accordance with the EEAS Security Regulation, including the use of tools and software for secure communication.

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 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 at least three years;
• have the capacity to work in languages of CFSP and external relations necessary for the performance of their duties. Excellent knowledge of English (written and spoken) is essential.
• be a national of one of the Member States of the European Union and enjoy full rights as a citiz en.

SELECTION CRITERIA:

• Sound computer skills (MS Office) and good knowledge of standard (EU) administrative procedures;
• Knowledge of IT tools used in the EU institutions (ARES, MIPS, Sysper2) will be an asset;
• Ability to perform multiple tasks and adjust to changing priorities and respect deadlines;
• Very good knowledge of oral and written English and/or French;
• Previous experience in EU institutions and/or EU Delegations would be an asset.

Specific conditions of employment:

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

The requested level of security clearance for this post is: SECRET UE/EU SECRET. A description of the EU classified information levels is available under Article 2 of the Decision ADMIN(2017) 10 on the security rules of the EEAS².

The selected candidate should hold, or be in the position to obtain, a valid Personnel Security Clearance (PSC)³ issued by the competent authority of the Member State concerned.

Candidates who do not already have a valid PSC will be required to go through the security clearance vetting procedure of their Member State to obtain this clearance in accordance with national laws and regulations and with the procedure laid down in the Decision ADMIN(2019)7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019 and in Annex A I of the Decision ADMIN(2017) 10 on the security rules of the EEAS⁴. Until the PSC is issued by the competent authority of the Member State concerned, the selected candidate will not be authorised to access EUCI at the level of CONFIDENTIEL UE/EU CONFIDENTIAL or above, or to participate in any meetings or workflow where EUCI is processed.

Please note that the necessary procedure for obtaining a PSC can be initiated on request of the employer only, and not by the individual candidate.

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.

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 application s 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 procedu re 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 selec tion procedure:

Please send your CV and cover letter (with your CAST number via email to: cpcc.administration@eeas.europa.eu

Deadline for sending application: 08 09 2023 at 18.00 (CET)

Candidates shall draft their CV using the Europass CV, 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.

CONTACT:

Mr Kai Holst ANDERSEN, Head of Division CPCC. 2

Tel: +32 2584 4138 Email: Kai Holst.ANDERSEN@eeas.europa.eu

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. The ‘Personnel Security Clearance’ is defined under point 2 of Annex A I of the Decision ADMIN(2017) 10 on the security rules of the EEAS as “a statement by a competent authority of a Member State which is made following completion of a security investigation conducted by the competent authorities of a Member State and which certifies that an individual may, provided his ‘need-to-know’ has been determined, be granted access to EUCI up to a specified level (CONFIDENTIEL UE/EU CONFIDENTIAL or above) until a specified date; the individual thus described is said to be ‘security cleared’.”

4. OJ C 126, 10 April 2018, p.1.