EEAS Vacancy Notice - Contract Agent FGIV – Job title: HRM Officer –Post Management - EEAS Headquarters job n° 430677

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 Budget and Post Management Division (RM.BHR.1) is responsible for the establishment and management of the overall budgetary resources of the EEAS (headquarters and delegations). It is also responsible for the supervision of accounting quality related to the general accounts of the EEAS. Furthermore it manages the budget of the EEAS for missions, expert travel expenses and delegations representation expenditure.

The post management team prepares and executes policy decisions with regard to the organisational set-up of the EEAS and with regard to post allocations, management and movements, both in HQ and EU Delegations worldwide. It works closely with the Commission with regard to the management and further development of the Delegation network.

We propose

The position of HRM Officer - Post Management in RM.BHR.1 Division - contract agent FGIV 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:  01/01/2024

We look for

A dynamic, proactive, highly motivated and service-oriented colleague with very good communication, drafting and organisational skills. He/she will be entrusted with the following main tasks related to human resource management:

• Contributing to the preparation and drafting of annual reports such as the Annual Activity Report as well as policy papers and notes on post management, reorganisation and optimisation of human resources;
• Contributing to the preparation and drafting of the human resources management aspects of briefings for the EEAS hierarchy, ensuring coordination with relevant EEAS stakeholders;
• Contributing to the preparation of ad-hoc statistical requests responding to the metrics needs of other Divisions, the EEAS Management, Member States and other Institutions;
• Ensuring the timely development of HR indicators and production of statistical reports for post management activities;
• Contributing to the preparation of the annual staff budget with figures on EEAS staff and posts;
• Coordinating the development and review of HR policies, drafting relevant policy papers and collaborating with other EEAS stakeholders;
• Take part in the management and development of HR-related IT systems as a business representative;
• If needed: assisting in post management activities in headquarters, including the assurance of the timely follow-up on staffing requests and update of relevant follow-up tables
• If requested, analysing and screening of staffing in headquarters with a view to optimising the allocation of human resources;
• If requested, contributing to the reorganisations of the Service corresponding to the changing political priorities and Service needs;
• If requested, implementing changes in the EEAS HR management system (SYSPER) including creation and transfer of posts, quota movements, etc;

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), 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 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 proven experience in the fields of HR management, resource allocation and reporting, ideally within EU institutions or international organisations;

• have strong drafting, communication and analytical skills combined with sound judgement;
• be fluent in English (both orally and in writing).

The following criteria would be considered an advantage:

• proven experience in Sysper and HR Reporting tools;
• very good knowledge of HR policies and processes within the EU institutions;

• very good knowledge of Microsoft Excel and proven experience of working with complex HR data;
• experience of working in a team in multi-disciplinary and multi-cultural environment;

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), in English or in French via email, with reference to the Vacancy number in the Subject field, to:

HQ-POST-MANAGEMENT@eeas.europa.eu

Deadline for sending application: 22/12/2023 at 12.00 noon (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 (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.

[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)