WE ARE

The European External Action Service (EEAS), which supports the work of the High Representative in defining and implementing an effective and coherent foreign policy of the European Union. 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 of Vice President of the Commission. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

The Office of the Secretary General (SG Office) oversees the daily work of the EU foreign and security policy, as well as thematic and geographical departments focusing on advancing EU policies, values, objectives and interests in coordination with the Deputy Secretary Generals for Economic and Global issues, Political Affairs and CSDP and Crisis Response.

The Personal Assistant will work as part of a dedicated team supporting the Secretary General in the day-to- day management of the EEAS.

WE PROPOSE:

The EEAS is launching a call for expression of interest for the recruitment of one ASSISTANT (AST2) as Temporary Agent 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.

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(2023) 24 of the High Representative of the Union for Foreign Affairs and Security Policy of 14/07/2023 on the maximum duration of engagement by the European External Action Service of non-permanent staff under successive limited duration contracts of different types, and on the minimum lapse of time between successive contracts under Article 2(e) of the CEOS and repealing the Decision ADMIN(2020) 10 of the High Representative of the Union for Foreign Affairs and Security Policy of 16/07/2020.

WE LOOK FOR:

We are looking for a dynamic, proactive and highly motivated colleague with very good communication and organisational skills and with a developed sense of service. He/she will be entrusted with the following main tasks:

• Scheduling meetings and management of the calendars of the Secretary General;
• Organize and coordinate meetings including documents, booking and arranging all organizational aspects;
• Responding to various written or telephone enquiries for the SG Front Office, as well as operational aspects related to the welcoming of external visitors;
• Serving as a back-up for SG Administrative Assistant (Ares, MIPS)

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)2, in accordance with EEAS Decision ADMIN(2015) 20 on the engagement and use of temporary agents

The successful candidate will be offered a contract as Temporary Agent under Article 2(b) of the Conditions of Employment of Other Servants (CEOS) at the grade of AST2

ELEGIBILITY 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 references³ 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)⁴.
• Secondary education attested by a diploma giving access to post-secondary education, followed by at least 5 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:

Candidates should:

• Proven work experience as a Personal Assistant
• Knowledge of office management systems and procedures
• MS Office and English / French proficiency
• Outstanding organizational and time management skills
• Up-to-date with latest office gadgets and applications
• Ability to multitask and prioritize daily workload
• Excellent verbal and written communications skills
• Discretion and confidentiality

EXPRESSION OF INTEREST AND SELECTION PROCEDURE⁵:

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: Katarzyna.KOMENZA-TELLE@eeas.europa.eu copying AST-STAFF@eeas.europa.eu

For the purposes of the e-mail application, the e-mail must have in the subject the following title:

"EoI-HQ (AST)-TA2b-AST2-SG OFFICE - 440419"

Such an expression of interest must be accompanied by:

• an    updated    Curriculum    vitae.    Candidates    are    invited    to use  the             "Europass"    CV         format (https://europass.cedefop.europa.eu/documents/curriculum-vitae) for their applications.
• a letter of motivation (maximum 2 pages) in either English or in French;

Expressions may be submitted during the period from 09/04/2024 to 18/04/2024 at 12:00 midday (Brussels time).

For correspondence concerning the selection procedure, please use the following email address (the e-mail must have in the subject the following title: "EoI-HQ (AST)-TA2b-AST2- SG OFFICE - 440419"):

Katarzyna.KOMENZA-TELLE@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. Additional specific written or oral tests might be organised by the panel. Following a comparative assessment of the merits of the preselected candidates, the selection panel will recommend the name of a candidate to the Authority Authorised to Conclude Contracts of Employment, and possibly, name(s) of other candidate(s) that should be placed on a reserve list valid for maximum 12 months. That list would be used, on the one hand, in case of refusal of the offer or unavailability of the recommended candidate in the present procedure and/or, on the other hand, for other future similar recruitment needs. Depending on the outcome of future appointment procedure(s) under Article 29 of the SR for a similar profile, EEAS services may, in case no suitable candidates are found among EU officials, have other job opportunities that would involve the recruitment of the Temporary Agents under Article 2(b) of the CEOS. If any, candidates in the above-mentioned reserve list may be contacted by other EEAS services for potential recruitment.

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:

The selected candidate will 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.

The requested level of security clearance for this post is: SECRET UE/EU SECRET. A description of the EU classified information levels is available under Article 2 of the Decision ADMIN(2017) 10 on the security rules of the EEAS ⁶.

Given the specific role of the INTCEN and the sensitive nature of the tasks pertaining to the offered position which requires candidates to have already gained an experience in handling EUCI documents, a valid Personnel Security Clearance (PSC)⁷ issued by the competent authority of their Member State in accordance with national laws and regulations is mandatory at the moment of application in order to enter the selection process.

The selected candidate may still be required to obtain a new PSC for the present post in accordance with national laws and regulations of his or her Member State and with the procedure laid down in the Decision ADMIN(2019)7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019 and in Annex A I of the Decision ADMIN(2017) 10 on the security rules of the EEAS⁸. Until the new PSC is issued, the selected candidate may not be authorised to access EUCI at the level of CONFIDENTIEL UE/EU CONFIDENTIAL or above, or to participate in any meetings or workflow where EUCI is processed.

Please note that the necessary procedure for obtaining a PSC can be initiated on request of the employer only, and not by the individual candidate.

In case of failure to obtain or renew the required PSC, the AACC may take the appropriate measures in accordance with Article 3(3) of the Decision ADMIN(2019)7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019.

The selected candidate will be required to undergo a medical fitness examination in accordance with Article 13 of the CEOS.

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 Temporary Agent, Grade AST-2⁹ for a duration 2 years renewable subject to the possibility of extension offered by the EEAS Decision ADMIN(2023) 24 on the maximum duration of engagement.

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

POST AVAILABLE: 01/05/2024

CONTACT

Mr Massimo Santoro Tel: +32 2584-2400

Email: Massimo.SANTORO@eeas.europa.eu

The closing date for submissions is 18/04/2024 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=CELEX:01962R0031-20190101

² 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

³ criminal records certificate

4 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-cefr

⁵ 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

⁶ OJ C 126, 10 April 2018, p.1.

⁷ The ‘Personnel Security Clearance’ is defined under point 2 of Annex A I of the Decision ADMIN(2017) 10 on the security rules of the EEAS as “a statement by a competent authority of a Member State which is made following completion of a security investigation conducted by the competent authorities of a Member State and which certifies that an individual may, provided his ‘need-to-know’ has been determined, be granted access to EUCI up to a specified level (CONFIDENTIEL UE/EU CONFIDENTIAL or above) until a specified date; the individual thus described is said to be ‘security cleared’.”

⁸ OJ C 126, 10 April 2018, p.1.

9 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/PDF/?uri=OJ:C_202301544

A number of factors are taken into account in calculating your pay. Use the pay calculator for an individual estimate:

https://myintracomm.ec.europa.eu/staff/EN/working-conditions/pay/Pages/calculettes.aspx