Macao and the EU

EEAS Call for Expression of Interest to establish a list of candidates who could be recruited as Temporary Agents under Article 2(b) of the Conditions of Employment of Other Servants (CEOS) as Secretaries/Clerks (AST/SC2)

19/01/2021 - 14:51
Temporary agents

Expressions may be submitted during the period from 19/01/2021 to 02/02/2021 at 12:00 midday (Brussels time). Please note that the only way to submit an application is using the on-line system.

WE ARE:

The European External Action Service (EEAS) supports the work of the High Representative in conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in conducting 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.

WE PROPOSE:

The EEAS is launching a call for expression of interest to create a list of candidates from which the EEAS can recruit SECRETARIES (AST/SC2) as Temporary Agents under Article 2(b) of the Conditions of Employment of other servants of the EU1 in accordance with EEAS Decision Admin(2015) 20 on the engagement and use of temporary agents.

The list of candidates will be valid for two years from the moment of its establishment. In principle, the EEAS intends to recruit approx. 15 AST/SC-2 candidates from the list.

Inclusion on the list entails no obligation for the EEAS to recruit the candidate.

Please note that candidates who have been engaged by the EEAS as non-permanent servants (temporary and contract agents engaged under Article 3b of the CEOS) will be bound by Decision ADMIN(2020)10 of the High Representative of the Union for Foreign Affairs and Security Policy of 16/07/2020 on the maximum duration of engagement of non-permanent staff under successive limited duration contracts of different types by the European External Action Service.

WE LOOK FOR:

Dynamic, proactive and highly motivated candidates with a strong sense of teamwork, good communication and organisational skills and a developed sense of service.

The EEAS is a friendly, diverse and motivated organisation where the sharing of tasks and responsibilities is essential to the achievement of its goals.

Recruited candidates will be responsible for providing efficient administrative and secretarial support to EEAS staff, usually the Head and Deputy Head of the EEAS Divisions and/or policy officers. They should have good computer skills with a sound knowledge of the standard IT applications and administrative procedures. They will be entrusted with the following tasks, among others:

  • Monitor and ensure the proper follow-up of the in Outlook on behalf of Head and Deputy Head of Division: prepare replies, filter and delegate emails inside the Division and ensure their follow up.
  • Monitor and ensure the proper follow-up of the communications received in ARES for Head and Deputy Head of Division: read, dispatch and signal important/urgent matters, follow up of e-signataires.
  • Manage the agendas of the Head and Deputy Head of Division: ensure efficient time-management of their daily schedule of meetings, phone calls and appointments and arrange delegation/distribution of work if necessary.
  • Organise meetings/events: Booking meeting rooms, IT equipment, meals and coffee breaks, liaising with Protocole and Security Accreditation, preparing meeting documentation, sending out invitations and ensuring the smooth flow on the day of the event by assisting participants. Liaise with embassies of third countries as needed.
  • Organise Division meetings: reserve meeting rooms, send invitations, take minutes and dispatch action points to the Division’s staff members.
  • Organise missions for Head and Deputy Head of Division and other staff members as appropriate: Create and declare mission in MIPS, research for tickets, reserving hotels, airport transfer, file supporting documents, invoices and liaise with VISA office or embassies for VISA issuing.
  • Draft and monitor the Division’s budget of missions and meetings.
  • Assist the Head of Division with tracking and following up on personnel matters for absences, flexi-time requests and keeping a planning table for the division.
  • Printing and processing of RUE and COREU documents from/to Delegations and for transmission to Member States.
  • Provide support, advice, and back-up to the other Assistants of the Division.

Eligibility Criteria:

Candidates must meet ALL of the following general and specific conditions on the closing date for online applications:

Be a national of one of the EU Member States and enjoy full rights as a citizen;

Meet any obligations imposed on him or her by the laws concerning military service;

Provide the appropriate character references2 as to their suitability for the performance of their duties;

  • Have the capacity to work in languages of the CFSP (English and French, in writing and orally). Both languages are required in the performance of the duties. The command of one language must be at minimum C1 level (Language 1 — thorough knowledge) and the command of the other one must be at minimum B2 level (Language 2 — satisfactory knowledge)3.
  • Secondary education attested by a diploma giving access to post-secondary education, followed by at least 7 years’ professional experience directly related to the nature of the duties; OR Relevant professional training followed by at least 7 years’ professional experience directly related to the nature of the duties.

Selection Criteria:

  • proven experience as secretary;
  • excellent organizational skills and priority-setting capacity;
  • sound computer skills (MS Office);
  • ability to perform multiple tasks, to adjust to changing priorities and to respect deadlines;
  • ability to communicate excellently both orally and in writing in English and French.

The following would also be considered as assets for this role:

  • prior experience in the field of external relations or international co-operation;
  • previous experience in EU institutions or EU Delegations;
  • Knowledge of IT tools used in EU institutions (ARES, MIPS, Sysper2, E-Brief, Webex, E-room, DECIDE, RUE and CORTESY).

EXPRESSION OF INTEREST AND SELECTION PROCEDURE4:

The selection procedure will take place in three different and successive steps:

1. Expression of interest

Before submitting their application, candidates should carefully check whether they meet all the eligibility criteria in order to avoid exclusion from the selection procedure.

Expressions of interest should be sent by e-mail to the following functional mailbox
EEAS-HQ-APPLICATIONS-AST@eeas.europa.eu

For the purposes of the e-mail application, this post will appear under the subject of the email:
“Expression of interest 2021-001 HQ (AST-SC)-TA2b”

Such an expression of interest must be accompanied by

Expressions may be submitted during the period from 19/01/2021 to 02/02/2021 at 12:00 midday (Brussels time). Please note that the only way to submit an application is using the on-line system.

For correspondence concerning the selection procedure, please use the following email address (the e-mail must have in the subject the following title: “Expression of interest 2021-19 HQ (AST-SC)-TA2b”

EEAS-HQ-APPLICATIONS-AST@eeas.europa.eu

2. Pre-selection

The selection panel will make a pre-selection on the basis of the qualifications and the professional experience described in the CV and motivation letter.

3. Selection

The candidates who have passed the pre-selection step will be invited for an interview so that the selection panel can evaluate them objectively and impartially based on the selection criteria, as listed in the present call for expression of interest. The selection panel can also decide to invite preselected candidate for written or oral tests.

4. Establishing the list of candidates

Successful candidates will be included on a list of candidates in alphabetical order.

Candidates will be informed about their inclusion or not on the list.

5. Recruitment from the list of candidates

The divisions where a vacancy arises will have access to the list of candidates, to the motivation letters and the CVs of the candidates on the lists. On that basis, the division will select the candidate from the list to be recruited. The concerned Division can also organise a selection interview with a number of pre-selected candidates from the list.

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.

If pre-selected, candidates with disabilities are invited to contact the EEAS (EEAS-HQ-APPLICATIONS-AST@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 and recruited, the EEAS is committed to appropriate measures in order to accommodate his or her special needs to the working place or working conditions in accordance with Art 1d(4) of the Staff Regulations.

RECRUITMENT:

Candidates on the list may be recruited as temporary agents under Article 2(b) of the Conditions of Employment of Other Servants (CEOS), in accordance with EEAS Decision Admin(2015) 20 on the engagement and use of temporary agents

Should a successful candidate in the list be considered for recruitment, he or she will be required to undergo a medical fitness examination in accordance with Article 13 of the CEOS.

The positions to be filled in with candidates from the list resulting from this call for expression of interest require access to classified information up to the level “SECRET UE/EU SECRET”. Therefore, the candidates shall have a valid Personnel Security Clearance (PSC) allowing them to access information classified at the level “SECRET UE/EU SECRET” or will be required to undergo the corresponding security vetting in accordance with the EEAS security rules5. In case a successful candidate does not obtain his or her PSC, his or her engagement will be terminated.

In case of positive results on the medical fitness examination and after assessment of the PSC conditions, the candidate will be offered a contract as Secretary/Clerk, Grade AST/SC-26 for a duration 2 years renewable only once for another 2 years.

All member of the temporary staff shall serve initially a nine-month probationary period in accordance with Article 14 CEOS.

PLACE OF EMPLOYMENT:

Brussels, Belgium

CONTACT:

EEAS-HQ-APPLICATIONS-AST@eeas.europa.eu

The closing date for applications is 02/02/2021 at 12:00 hours (Brussels time).

 

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=CE...

2 criminal records certificate

3 Please note that the minimum levels required above must apply to each linguistic ability (speaking, writing, reading and listening) requested in the application form. These abilities reflect those of the Common European Framework of Reference for Languages: https://europass.cedefop.europa.eu/en/resources/european-language-levels...

4 Your personal data will be processed in accordance with Regulation (EC) 2018/1725. The privacy statement is available on EEAS webpage: http://eeas.europa.eu/data_protection/rights/index_en.htm

5 In accordance with the Decision of the High Representative of the Union for Foreign Affairs and Security Policy of 19 September 2017 on the security rules for the European External Action Service, ADMIN(2017) 10, OJ C 126, 10.4.2018, p. 1, https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=uriserv:OJ.C_.2018.1...

6 The basic salaries offered by the EU institutions are set out in Article 66 of the Staff Regulations. The current level, can be accessed via the link:
https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=uriserv:OJ.C_.2019.4...

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