EEAS Vacancy Notice Contract Agent FGIV – Job title: Colocation Officer

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 RM.SCS.6, Real Estate, Safety and Greening Division is responsible for the definition and implementation of the real estate policy, health and safety as well as the environmental policies of the EEAS for HQ and the EU Delegations. In addition, it manages the buildings that host the EEAS in HQ as well as the office buildings, official Residences and staff accommodations in 145 EU Delegations and Offices of the European Union.

The Real Estate Policy and Strategy Sector is responsible for real estate policy development and implementation, colocation policy, the organisation of trainings and pre posting sessions as well as the organisation of EEAS Building Committees and the periodical reporting of EEAS Real Estate data.

Colocation is the hosting of EU Member States, EU Agencies, Institutions and other likeminded partners in buildings of EU Delegations worldwide, aiming at enhancement of cooperation in the field and making efficient use of space.

We propose

A challenging position as Colocation Officer, contract agent FGIV as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS)¹.

The Colocation officer will be in charge of managing and implementing colocation projects with EU Member States and other entities in EU Delegations and the drafting and negotiation of colocation agreements. S/he will also have to deal with the political aspects related to colocation, draft real estate/colocation policy guidelines and policy papers, and organise colocation events.

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available: Immediately

We look for

We are looking for a dynamic, proactive and highly motivated contract agent responsible for colocation policy and projects in EU Delegations. S/he will be part of a small team reporting to the Head of Sector/Deputy Head of Division in charge of Real Estate Policy in Delegations. S/he will have as main responsibilities:

• to help develop further the colocation policy, by streamlining the legal instruments, ensuring the transparency of the cost-recovery arrangements and furthering the centralisation of the management of colocation arrangements in headquarters;
• to draft and negotiate the legal documents (Administrative Arrangements et al.) laying out the terms and conditions of the colocation between a Member State or other European partners in any given Delegation;
• to coordinate the different aspects related to colocation (budget, security, political, resources, legal, protocol, etc.);
• to facilitate contacts between the EEAS and the Member States, via the Colocation Network, to promote colocation opportunities;
• to assist EU Delegations in the implementation of the colocation arrangements;
• to deal with the financial aspects of colocation (recovery orders, calculation of dues, analysis of revenues);
• to prepare reports, briefings, presentations or other documents concerning his/her field of work;
• to be proactively involved in the activities of the Division, cooperating with other teams in the Division (architects, housing and Residence, but also Contracts & Finance) and contributing to overall reports and/or briefings.

S/he may be required to go on mission, sometimes to difficult countries or at very short notice.

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).

Subject to having passed the CAST exam, the successful candidate will be offered a contract agent position (Function group IV), 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 IV post should:

• (i) have passed a valid EPSO CAST in FG IV;
• or  (ii) be registered in the EPSO Permanent CAST in FG IV (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.
• have completed university studies of at least three years attested by a diploma;
• 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 good understanding of the real estate needs of EU Delegations and of the management of buildings serving as Embassies;
• have knowledge of external relations, internal policies and functioning of the Union;
• have the ability to communicate clearly on complex issues;
• have excellent drafting skills;
• have the necessary diplomatic skills to liaise with external partners;
• have the capacity to perform with accuracy and in a flexible manner a diversity of tasks in a complex institutional environment;
• have excellent knowledge of English and French (both orally and in writing);
• be able to work and deliver under pressure and in a flexible manner; and
• be able to work autonomously and in a service-oriented fashion.

Furthermore:

• a legal or economic background;
• experience of working in a team in multi-disciplinary and multi-cultural environment;
• experience in working with or within other EU institutions or Delegations;

would be considered as strong assets.

Specific conditions of employment

The signature of the contract will be subject to prior favourable 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 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 procedure⁵

Please send your CV and cover letter (with your EPSO CAST number) via email to RM-SCS-6-HQ@eeas.europa.eu

Deadline for sending application: 01/09/2023 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 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 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 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 of the European Union (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS).

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.

5. 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)