EEAS Vacancy Notice Contract Agent FGIV Job title: Finance and Contracts Officer – Building Project Procurement

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 Procurement, 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 and the purchase and dispatch of equipment and items for the EU Delegations worldwide.

We propose

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

S/he will be in charge of developing guidance and preparing procurement procedures related to building projects for the EU Delegations worldwide, in line with legality, regularity and internal procedures; and of preparing and managing the tender procedures and contracts in the domain of Real Estate, Safety and Greening, also encompassing security installations. To contribute to the preparation, budget allocation and management of Building, Works, Supplies and Service contracts. 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: 16/05/2023

We look for

We look for a proactive and motivated colleague with a thorough background in procurement and contract management, in particular for building contracts, 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 develop and standardise building project related tender procedures, including models of tender and technical specifications for office relocations.
• To draft new or amended policy documents for real estate related procurements, including communications, guidance and training for Delegations and Architects.
• To prepare calls for tenders for the purchase of equipment and supplies for Delegations and oversee the logistical chain, once the contracts are in place.
• To advise hierarchy and prepare briefings on request as regards ongoing building project procedures.
• To act as the Division’s point of contact for internal audits, ex post audits and the European Court of Auditors.
• To produce budgetary and financial overviews for real estate expenditure for contracts run by HQ and Delegations.

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 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.²
• 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 the procurement field within the European Institutions;
• have experience in working in a multi-disciplinary and multi-cultural environment;
• have experience in the field of real estate and building projects 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 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 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 RM-SCS-6-HQ@eeas.europa.eu

Deadline for sending application: 15/05/2023 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 Empowered 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: (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)