Delegation of the European Union to the Republic of Moldova

EEAS Vacancy Notice: Contract Agent FGII – Secretary to the Head of Division - EEAS Headquarters - job n° 152920

24/11/2020 - 14:23
Contract agents

Deadline for sending application: 15/12/2020 at 18.00 (CET).

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 Division EEAS BA.BS.1 “Budget” is responsible for the establishment of the administrative budget of the whole Institution covering the Headquarters and the EU Delegations network as well as all issues relating to accounting quality, management of the delegations imprest accounts and management of the financial workflows. The total amount to be managed is approximatively 950 M€ and includes the EEAS budget (731 M€) and the contribution of the European Commission to the functioning of the EU Delegations. The Division is also responsible for the management of the missions, travel of experts, travels of the HRVP and representation costs of the EU Delegations.

We propose

The position of contract agent FGII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).

We look for

We are looking for a dynamic, flexible and proactive colleague with good communication and organizational skills with a developed sense of service. The secretary should be able to quickly adapt to new working environment and be a good team-player. The successful candidate should have good computer skills with a sound knowledge of the standard IT applications and administrative procedures. He/she will be entrusted with the following main tasks:

  • provide efficient secretarial support to the Head of Division and other staff of the Division if necessary;
  • carry out various administrative tasks such as diary-keeping, filtering telephone calls, filing and ordering supplies, dealing with correspondence;
  • document management: registration and dispatching of incoming and outgoing correspondence, including in Ares;
  • emails management: management and dispatching of incoming emails of the FMB –(functional mailboxes) of the division;
  • assist the staff of the division for the preparation of their mission (booking of flights, accommodations, etc..);
  • organise meetings and events;
  • co-ordinate the creation, keeping up to date and retrieval of documents and data in the appropriate files or IT databases;
  • ensure the validation, as delegate of Head of Division, of the applications of the staff members for leave, time sheets and training in the relevant IT-systems;
  • act as drafter for the EEAS Intranet Site on behalf of the whole division;
  • ensure the filing of the original supporting documents related to the financial transactions authorised by the Head of Division;
  • assist the ABAC Local Access Manager in establishing sub-delegations for the Authorising Officers by Sub-delegation;
  • assist the missions sectors for the filing and the follow up of the conformity controls for the missions of staff in HQ;
  • keep the communication tree of the division up to date and inform colleagues upon any change;
  • execute ad-hoc tasks as necessary to provide support to other members of staff.

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

The successful candidate will be offered a contract agent position (Function group II); renewable contract for a maximum duration of 6 years (with a valid CAST exam).

Eligibility criteria

Candidates for this contract agent II post should:

  • (i) have passed a valid EPSO CAST in a valid FG for this post


  • (ii) be registered in the EPSO Permanent CAST in a valid FG for this post
  • have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three year;
  • 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.


Candidates should:

  • demonstrate flexibility and a pro-active attitude, the ability to work in a team but also independently;
  • have very good capacity to communicate in French and English (verbally and in writing);
  • be client and problem solving oriented;
  • have good inter-personal and communication skills;
  • be able to deliver timely and high quality results;
  • be willing to learn and permanently update the skills.


  • experience of working in a team in multi-disciplinary and multi-cultural environment;
  • experience in working with or within other EU Institutions;
  • experience in financial management

would be considered as assets.

Specific conditions of employment

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

The successful candidate might 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 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 procedure2

Please send your CV and cover letter (with your EPSO CAST number) via email to

Deadline for sending application: 15/12/2020 at 18.00 (CET).

Candidates shall draft their CV following the European CV form which can be found at the following internet address:

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 Authorised to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available: 01/01/2021


1 Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, see

2 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: ( and on the EEAS Intranet: (

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