Samoa and the EU

EEAS Vacancy Notice: Contract Agent FGII – Assistant to the West Africa Division - EEAS Headquarters - job n° 257278

16/07/2020 - 17:23
Contract agents

Deadline for sending application: 07/08/2020 at 18.00 (CET). Please send your CV and cover letter in English or French (with your EPSO CAST number) via email to: AFRICA-3@eeas.europa.eu

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 West Africa Division (AFRICA.3) is a Division of 14 people responsible for the management and coordination of overall relations with the 16 countries of West Africa, as well as with the regional organisations, notably ECOWAS (Economic Community of West African States), UEMOA (West African Economic and Monetary Union) and increasingly with G5 Sahel. We work in close cooperation with the concerned EU Delegations, with colleagues responsible for relations with other parts of Africa, with horizontal departments within the EEAS and Commission DGs. We are in regular contact with Cabinets, EU Member States, the European Parliament, diplomatic missions of West African countries in Brussels and civil society.

We propose

The position of the Assistant to the West Africa Division - contract agent FGII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).

We look for

A dynamic, flexible, proactive and highly motivated colleague with good communication and proven organizational skills and 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 (MS office, Ares, MIPS, CISNet, e-Brief) and administrative procedures. He/she will be entrusted with the following main tasks:

  • provide efficient administrative and secretarial support for the management of everyday business of the Division;
  • carry out various administrative tasks such as diary-keeping, filtering telephone calls, filing and ordering supplies;
  • support the Head and Deputy Head of Division in administrative arrangements relating to the selection and arrival of new staff members;
  • ensure document management, record incoming and outgoing correspondence using archiving software (ARES) and manage secure documents (RUE, Cortesy) in accordance with the regulations in force; assist team members in finalising and transmitting outgoing correspondence;
  • organize missions of staff using MIPS application;
  • organize meetings and events and assist in organising high level events and conferences;
  • receive and accompany outside visitors, in accordance with security regulations;
  • manage functional mailboxes and send requested information and documents;
  • assist in the preparation and follow up to briefing files, speeches and other types of documents, notably using the relevant IT platforms (e-Brief etc.);
  • Facilitate communication within the Africa Department, within the EEAS, as well as with external partners.

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

Eligibility criteria

Candidates for this contract agent II post should:

  • (i) have passed a valid EPSO CAST in a valid FG for this post
    Or(ii)
    be registered in the EPSO Permanent CAST in a valid FG for this post https://epso.europa.eu/apply/job-offers_en?keyword=&contract=37&grade=All&institution=101&location=All
  • 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.

SELECTION CRITERIA:

Candidates should have:

  • Proven experience in the secretarial field; experience in the field of external relations will be an asset;
  • ability to be well organised and to deal with files in a timely manner;
  • proven capacities of a team player with good inter-personal and communication skills;
  • sound computer skills (MS Office) and good knowledge of standard administrative, workflow based IT applications (ARES, MIPS, Sysper2, e-Brief, EU-Learn, CIS-Net, TSAR, LegisWrite, e-Greffe, RUE) and administrative procedures.
  • ability to perform multiple tasks and adjust to changing priorities and respect deadlines;
  • a good working knowledge of English and French is necessary.

Furthermore:

  • experience of working in a team in multi-disciplinary and multi-cultural environment;
  • experience in working with or within other EU institutions or EU Delegations 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 External Action Service applies an equal opportunities policy.

Application and selection procedure2

Please send your CV and cover letter in English or French (with your EPSO CAST number) via email to: AFRICA-3@eeas.europa.eu

Deadline for sending application: 07/08/2020 at 18.00 (CET).

Candidates shall draft their CV following the European CV form 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.

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.

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available: 01/09/2020

 

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=CELEX:01962R0031-20190101

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: (http://eeas.europa.eu/data_protection/rights/index_en.htm) and on the EEAS Intranet: (https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-statements).

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