EEAS Vacancy Notice - Contract Agent FGIV – Job title: Contracts and Logistics Officer – Infrastructure (Finance and Contracts Officer) - EEAS Headquarters job n° 422083

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.

In particular, the Contracts and Logistics team is responsible for the preparation and management of procurement procedures in the domain of Real Estate, Safety and Greening, management of the contracts under the Division’s responsibility, the purchase and dispatch of equipment and items for the EU Delegations worldwide and maintaining the assets inventory.

We propose

A challenging position within the Contracts and Logistics team as Finance and Contracts Officer - Contracts and Logistics Officer – Infrastructure – contract agent FGIV as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS) ¹, in the Real Estate, Safety and Greening Division.

S/he will be in charge of developing guidance for contracts as well as management of procurements related to building infrastructure for the EU Delegations and HQ, in line with legality, regularity and internal procedures; and of preparing and managing the registration and logistics of assets managed by the Division as well as supporting the EU Delegations in that domain. S/he will also contribute to the contract management of the security installations in the EU Delegations worldwide. S/he will also have to be proactively involved in the other activities of the team and Division.

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available: immediately

We look for

We look for a proactive and motivated colleague with a thorough background in procurement, logistics and/or asset management, wishing to be part of a Division dealing with one of the broadest portfolios (in terms of activities covered and financial responsibility) in the EEAS.

His/her main responsibilities would be:

• To prepare calls for tenders for the purchase of equipment and supplies for Delegations and HQ, and oversee the logistical chain, once the contracts are in place.
• To support the EU Delegations in the management of contracts related to Real Estate, Safety and Greening, providing guidance and advice on their request.
• To manage and support logistic procedures related to shipment of equipment to the EU Delegations, as well as implementing policies and communications related to the functioning of the diplomatic pouch.
• To advise hierarchy and prepare briefings on request as regards logistics and assets management.
• To launch and manage yearly inventory of the assets in the EU Delegations, providing guidance and advice and training with regards to assets registration to the EU Delegations.

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 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 successively 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 strong proven experience in procurement, logistics and/or contract management within the European Institutions;
• have experience in working in a multi-disciplinary and multi-cultural environment, with different types of stakeholders;
• have experience in the field of infrastructure in an international context (e.g. for diplomatic missions);
• have a good understanding of the needs of EU Delegations;
• have strong analytical skills and sound judgement;
• have the ability to communicate clearly on complex issues and the capacity to perform with accuracy and in a flexible manner a diversity of tasks in a complex institutional environment;
• have excellent command of English and French (both orally and in writing);
• be a flexible team-player;
• have a strong service attitude.

Furthermore:

• experience of working on tender procedures involving security measures;
• experience in management of inventories and registration of assets;
• experience in working with financial data systems such as ABAC Workflow, ABAC LCK, ABAC Assets, Business Objects (BO) and Immogest, 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 EEAS ².

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 EEAS ⁴. 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 procedure ⁵

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: 29/03/2024 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.

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¹Staff Regulations of Officials of the European Union (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:01962R0031-20140501&from=EN

²OJ C 126, 10 April 2018, p.1.

³The ‘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’.”

⁴OJ C 126, 10 April 2018, p.1.

⁵Your 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)