Delegation of the European Union to the United Arab Emirates

EEAS Vacancy Notice: Contract Agent FGII – Assistant - Correspondence Coordinator HRVP and Presidents/VPs Correspondence - EEAS Headquarters - job n° 236506

20/04/2021 - 16:39
Contract agents

Please send your CV and cover letter (with your EPSO CAST number) via email to - Deadline for sending application: 04/05/2021 at 18.00 (CET).

We are

The European External Action Service (EEAS) supports the work of 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.

Within the EEAS the Policy Coordination Division (SG.AFFGEN.1) plays a central role to support the HRVP, the EEAS Secretary General and senior management in achieving policy priorities. Through a joined-up approach to inter-institutional coordination, the Division contributes to the effective and efficient conduct of policy and decision-making processes within the EEAS and with regard to the work of the Council and Commission.

The Correspondence team manages in particular the High Representative’s, Presidents’, and Vice-Presidents' correspondence from assignment to delivery.

We propose

A challenging and interesting position as Correspondence Coordinator - contract agent FGII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS). The team of four staff manages the High Representative’s, Presidents’, and Vice-Presidents' Correspondence from assignment to delivery.

We look for

A dynamic, flexible and proactive colleague with good communication and organizational skills with a high sense of initiative and responsibility; good team player who works well under pressure and is fluent in English. The person should be able to work independently and as part of a team. The successful candidate should have very good knowledge of Ares, advanced knowledge of Word and Excel, a sound knowledge of the standard IT applications and administrative procedures.

He/she will be entrusted with the following main tasks:

  • Read and assess incoming correspondence from the Cabinet and attribute accordingly to EEAS divisions in line with the documents management rules and relevant procedures.
  • Ensure and monitor the timely delivery of draft replies and prepare a weekly follow up table extracted from ARES; export reports from ARES to best follow-up on the team's activity and deadlines.
  • Perform quality control of correspondence to be submitted for the signature of the HR/VP and the Presidents (addressees, job titles, formatting, etc.).
  • Prepare the final versions of letters, to be submitted for the signature of the HR, Presidents, VPs or Members of the different Cabinets.
  • Coach, troubleshoot and answer questions related to the management of correspondence. Providing staff and management with information on procedure.
  • Organise and ensure the send out of conference invitations signed by the HR/VP.
  • Manage and Answer emails working from the Functional Mailboxes.
  • Participate in training sessions with the EEAS and/or represent the EEAS in Commission-wide meetings on Correspondence.
  • Provide training to other EEAS colleagues.

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:

  • Possess a high sense of initiative and responsibility.
  • Be a team player, ready to help organise the work of the team.
  • Be client and solution oriented.
  • Possess very good interpersonal and communications skills –be able to develop and maintain good relations inside the correspondence team, as well as with EEAS services and Cabinets.
  • Be a multi tasker who is calm under pressure - ability to perform multiple tasks and adjust to changing priorities while respecting deadlines.
  • Be well organised, have a well-developed sense of responsibility for carrying forward own tasks and ready to take initiative.
  • Be able to explain complex procedures to colleagues in the services.
  • Have good/advanced knowledge of ARES or a strong propensity for IT/ a technical background; and very good knowledge of all MS Office Tools, i.e. mail merge in Word, Excel tables.
  • Possess a good understanding or a keen interest in EU external relations.


  • Good knowledge of oral and written French;
  • previous experience in EU institutions

would be considered as assets.

Specific conditions of employment

The signature of the contract will be subject to prior favourable 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: 04/05/2021 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: 01/05/2021


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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