IT Project Manager - Civilian Missions Headquarters – Support Division - EEAS Headquarters job No 509438

WE ARE

The European External Action Service (EEAS) supports the High Representative in the exercise of her mandate to conduct and implement an effective and coherent Union’s Common Foreign and Security Policy (CFSP), to represent the EU and to chair the Foreign Affairs Council. 

It also supports the High Representative in her capacity as Vice-President of the Commission with regard to her 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 the EU Member States, the General Secretariat of the Council, the services of the Commission and the Secretariat General of the European Parliament.

The Civilian Operations Headquarters (DSG-DEF.MD-CIVOPSHQ) is the permanent 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 directly to the High Representative and, through her, 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 Representative, the Civilian Operations Commander ensures the effective planning and conduct of civilian CSDP crisis management operations, as well as the proper implementation of all mission-related tasks.

The Support Division (CivOpsHQ.4) is a dynamic Division composed currently of 35 experts in the field of Missions support: Digitalisation, CIS, Cybersecurity, Logistics, Procurement, Contracts and Financial aspects of the civilian CSDP Missions. Our job is to provide operational support for about 2.000 staff working within the 13 CSDP Missions operating in crisis countries. 

WE PROPOSE

The position of IT Project Manager contract agent FGIV as per article 3b of the Conditions of Employment of Other Servants of the European Union (hereafter, the “CEOS”)^[1].

The IT Project Manager will be integrated within the dynamic ICT & Cyber sector of CivOpsHQ.4, with the responsibility of developing and coordinating transversal projects facilitating the streamlining and convergence of the IT environments linking the Civilian CSDP Missions and CivOpsHQ.  Among other tasks, the IT Project Manager will contribute to the development of a new IT Governance Board, and to identify and articulate solutions and services in response to new IT needs (i.e. mandate implementation, evolution of Medisoft, harmonisation of the IT architecture choices, collaborative tools).

PLACE and DATE OF EMPLOYMENT

‎EEAS Headquarters, Brussels, Belgium

Post available: immediately 

LEGAL BASIS 

The vacancy is to be filled in accordance with the conditions stipulated under the CEOS, in particular Article 82 thereof. 

In case of recruitment, 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 up to a maximum duration of six years[2], subject to the maximum duration of engagement by the EEAS allowed under successive limited duration contracts of different types[3]. 

WE LOOK FOR

We look for a dynamic, creative, proactive and highly motivated colleague with at least 6 years’ experience in project management in the field of Information and Communication Technology (ICT). Very good communication and organisational skills and a developed sense of service are also required. This position would be ideal for an IT Project Manager who is looking for the next step in his/her career and use their technical background in IT to drive digital solutions in different business domains for the benefit of the CSDP Missions and the wider EU Diplomatic Service.

The IT Project Manager is the primary liaison between the Support Division and the business stakeholders (both within CivOpsHQ and the Missions). As such, the colleague will beresponsible for the identification and delivery of new IT systems, services, procurement as well as for managing a project team assigned to him/her). The IT Project Manager will oversee project lifecycles from initiation to closure, ensuring resource availability, addressing issues, and ensuring stakeholder satisfaction. Additionally, he/she will drive continuous improvement and efficiency within new and existing systems.

The IT Project Manager will work within the CIVOPSHQ.4 Division under the overarching guidance of the Head of Division and the direct supervision of the Head of the Information Technology and Cyber Sector.

The job is a key position for an experienced candidate, with a good understanding of and interest in IT systems and processes, looking for a dynamic working environment and challenging projects within a friendly, motivated and supportive team. 

We offer training opportunities to improve skills and to keep staff at the top of technology and methodology evolutions. The main working language is English.

Responsibilities and activities include:

•  Identify and evaluate business requirements with Business Stakeholders.

•  Lead discussions to develop a common project roadmap and manage expectations.

•  Mediate between business and technical IT teams.

•  Support during the Project Lifecycle – Oversee the initiation, planning, execution, and closure of projects; Ensure resource availability and manage issues/risks.

•  Monitor project progress and report urgent issues, remediating deviations as necessary.

•  Support during the Software Development Lifecycle – Identify improvements, ensure resource availability, propose technology replacements, and suggest enhancements for efficiency and cost reduction.

•  Review new ideas, gather business needs, and prepare business cases.

•  Organise the creation and coordination of an IT Governance Board that will steer the harmonisation process through formal meetings, prepare briefings and reports, and draft yearly roadmaps.

•  Resource and contract management – If necessary, manage team resources, identify needs, and oversee timesheet completion and approval.

•  Financial and administrative matters – Monitor budget consumption, manage requests and procure services/equipment/licenses, and follow up on renewals and contract management.

• Contribute to the relevant work aimed at the definition of technical specifications and terms of reference for the launch of Framework contracts and other means of acquisition.
• Act as liaison between Civilian CSDP missions, relevant EEAS services and CivOpsHQ in regard to ICT matters.
• Undertake any other related task as requested by the Line Manager(s).

A proven ability to manage and co-ordinate several tasks and projects simultaneously is important.

Excellent oral and written command of English is essential.

Eligibility criteria[4]

Further to the conditions set out in Article 82 of the CEOS, candidates must:

• (i) have passed a valid EPSO CAST in a valid function group for this post, or 

  (ii) be registered in the EPSO Permanent CAST for FG IV (https://epso.europa.eu/en/job-opportunities/open-for-application). In the latter case, while the registration will make the candidate eligible for the selection procedure, the recruitment of a candidate on this vacant post will be subject to his/her successfully passing the CAST exam;

  The CAST is the Contract Agents Selection Tool, administered by the European Personnel Selection Office (EPSO). The candidates interested in the post are asked to create an EPSO account and register for a permanent CAST in Function Group IV in the respective field (e.g. Information and Communication Technology or Project/Programme Management) if they have not yet successfully passed a CAST exam in FGIV.  Candidates are kindly asked to share the ID number of their CAST application when submitting their documents. 

• have completed university studies of at least three years attested by a diploma;

• have the capacity to work in the languages of the CFSP and external relations (English and French) necessary for the performance of their duties; 

• be a national of one of the Member States of the European Union and enjoy full rights as a citizen.

Selection criteria

Essentials:

The candidate should have at least 6 years of relevant professional experience in the field of IT project management.

Moreover, the applicants are expected to have the following experiences and skills required for the job:  

• Good understanding of IT matters and processes;
• Strong background in project and resource management;
• Experience in managing business needs/requirements and interfacing with stakeholders;
• Experience in project lifecycle support;
• Experience in software development lifecycle support and portfolio management;
• Excellent resource management skills and financial acumen;
• Familiarity with Project Management methodologies (PM2, Prince2, Agile, etc)
• Strong negotiation, mediation, and conflict resolution skills;
• Effective communication and team management abilities;
• Excellent problem-solving skills and attention to detail;
• Strong drafting and analytical skills combined with sound judgement;  
• 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;  
• Strong service attitude;  
• Be fluent in English (C1 level, both orally and in writing);  
• Be a flexible team player.   

Other advantageous requirements/skills (considered as assets):

• Relevant certifications (e.g PM2, ITIL);
• Knowledge of financial workflows and budget processes in the EU institutions;
• experience of working in a team in multi-disciplinary and multi-cultural environment;  
• experience in working with or within other EU institutions and CSDP Missions;  
• Fluent in French or other EU language   

CONDITIONS OF RECRUITMENT AND EMPLOYMENT

CONFLICT OF INTEREST AND SECURITY RISKS

As a matter of policy, applications by individuals who have dual nationality of which one of a non-EU country, will be considered on a case-by-case basis taking account in particular of the functions attributed to the vacant post. The EEAS also examines if there could be a conflict of interest or security risks.

In this context, candidates shall fill in with their application a declaration of potential conflict of interest.

MEDICAL CLEARANCE

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

PERSONNEL SECURITY CLEARANCE (PSC)

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 Annex A of the Decision ADMIN(2023) 18 on the security rules of the EEAS^[5].

The selected candidate should hold, or be in the position to obtain, a valid Personnel Security Clearance (hereafter, the “PSC”)[6] 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(2023) 18 on the security rules of the EEAS. 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 strives to be a dynamic, respectful and inclusive Service. We value the talent and professional excellence of our staff, and are committed to building an organisation where gender equality and the respect of diversity are core values, as set out in the EEAS Mission Statement and the EEAS Agenda for Diversity and Inclusion. The EEAS is committed to achieving gender balance within its workforce and strives to avoid any form of discrimination during this selection procedure, as per Article 1(d) of the SR. We actively welcome applications from all qualified candidates without any discrimination based on any ground. We commit to recruit candidates with the highest standard of ability, efficiency and integrity, carrying out a selection based on merits required for the post and from the broadest possible geographical basis among the EU Member States.

The EEAS is committed to working with people with disabilities in the terms of the SR. If, by virtue of your medical condition or special needs, you require reasonable accommodation for a part or the entirety of this selection process, please send us an email to CONTRACTAGENTS-HQ@eeas.europa.eu. Your request will be treated in strict confidence and no record will be kept. If a candidate with a disability is selected for a vacant post, the EEAS is committed to providing reasonable accommodation in accordance with Article 1(d)(4) of the SR. 

All selected candidates are expected to adhere to the Principles of Professional Behaviour of the EEAS, which outline the need for integrity, transparency, respect, professionalism and accountability, and a zero tolerance approach to any form of harassment

APPLICATION AND SELECTION PROCEDURE[7]

Please send your CV and cover letter (with your EPSO CAST number), in English or French, and the attached declaration of potential conflict of interest via email, with reference to the Vacancy Number in the Subject field, to:

CIVOPSHQ-ADMINISTRATION@eeas.europa.eu

Deadline for sending application: 23/03/2026 at 12.00 noon (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, subsequent to the interview, to organise written tests, either for all pre-selected candidates or to the best ranked ones. 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 without a valid CAST shall be invited to sit the CAST exam before or after the interview stage (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 (hereafter, the “AACC”). The AACC may decide to interview the candidates on the final shortlist before taking this decision.

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 fits the requirements 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 with 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] Article 8 of the Commission Decision C(2017) 6760 of 16.10.2017 on the general provisions for implementing Article 79(2) of the Conditions of Employment of Other Servants of the European Union, governing the conditions of employment of contract staff employed by the Commission under the terms of Articles 3a and 3b thereof.

[3] Decision ADMIN(2023) 24 on the maximum duration of engagement by the European External Action Service of non-permanent staff under successive limited duration contracts of different types, and on the minimum lapse of time between successive contracts under Article 2(e) of the CEOS.

[4]            All the eligibility criteria must be met on the closing date for applications to this post.

[5] OJ C 263, 26 July 2023, p.16. 

[6] The ‘Personnel Security Clearance’ is defined under point 2 of Annex A I of the Decision ADMIN(2023) 18 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’.”

[7] 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).