Delegation of the European Union to Papua New Guinea

EEAS Vacancy Notice - Contract Agent FG II - Secretary - Information and Document Management Sector - BA.BS.IDM - EEAS Headquarters

17/05/2019 - 11:37
Contract agents

Deadline for sending application . Please send your cv and cover letter to Mr. Gustavo CASTANER MARQUARDT ( by 31/05/2019.

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 her tasks of conducting the EU's Common Foreign and Security Policy and chairing 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 Member States, the Council and relevant services of the European Commission.

Within the BA.BS.IDM, the Information and Document Management Sector is responsible for assisting HQ and the network of 141 Delegations worldwide to develop and implement the vision of a corporate Information Management Strategy that transforms the EEAS into a knowledge-centric institution which favours collaboration as working method.

We propose:

The position of Secretary in the Information and Document Management Sector.

We look for:

A dynamic, flexible and proactive colleague with good communication and organizational skills with a developed sense of service. The candidate should be able to adapt to the working environment of the sector 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;
  • carry out various administrative tasks such as agenda-keeping, filtering telephone calls, filing and ordering supplies, dealing with correspondence;
  • document management: registration of incoming and outgoing correspondence, including in Ares;
  • organize missions of staff using MIPS application;
  • organize 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 preparation of briefing files, speeches, etc;
  • provide back-up tasks for the office of the Director of Budget and Support (BA.BS)

Eligibility criteria

In order to be eligible for the post of contract agent FG II candidates must:

meet the minimum qualifications for engagement as contract agent FG II: 

  • (i) Have a level of post-secondary education attested by a diploma; or
  • (ii) a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years; or
  • (iii) where justified in the interest of the service, professional training or professional experience of an equivalent level (related to the nature of the tasks and qualifications indicated in the Job Description).
  • Have the capacity to work in languages of CFSP and external relations necessary for the performance of their duties. Excellent knowledge of English (written and spoken) is essential.
  • Be a national of one of the Member States of the European Union and enjoy full rights as a citizen.


Candidates should:

  • Proven experience in the secretarial field. Experience in the field of external relations will be an asset;
  • sound computer skills (MS Office) and good knowledge of standard administrative procedures. Knowledge ofIT tools used in EU institutions(ARES, MIPS, Sysper2, EU Learn, CIS-Net, LegisWrite, e-Greffe, RUE) will be an asset;
  • ability to perform multiple tasks and adjust to changing priorities and respect deadlines;
  • very good knowledge of oral and written English and/or French;


  • Advanced knowledge of Ares; and
  • Capacity to contribute to the substantive work of the Information and Document Management Sector (drafting, posting and contribution in collaborative platforms, etc)

would be considered as strong assets.


Brussels, Belgium


Contract agent position (Function group II); renewable contract for a maximum duration of 6 years (with a valid CAST exam).


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.

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.

Interviews will be scheduled in the first half of June 2019.

Starting date:  as soon as possible in EEAS Headquarters

Deadline for sending application . Please send your cv and cover letter to Mr. Gustavo CASTANER MARQUARDT (  by 31/05/2019.

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