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 Peace, Security and Defence Partnerships Division (MD-PSD.PCM.2) is in charge of developing EU peace, security and defence partnerships with third states, international and regional organisations, and informing EU conflict prevention and peace mediation, dialogue and negotiations. As part of EU conflict prevention and mediation work, the division leads on and acts as a centre of expertise on conflict prevention as well as peace mediation, negotiations and dialogue. PCM.2 identifies countries at risk of violent conflict through Early Warning and develops conflict analysis to ensure EU Early Action. The division provides scoping, operational support, and capacity building on peace and dialogue processes in line with EU foreign policy priorities and objectives. This includes support and advice to EU foreign policy actors (EU Member States, EUSRs, Senior Management, Heads of Delegation) on key aspects of peace mediation, dialogue and negotiations.

We Propose

The position of Administrative Agent, contract agent FGI as per article 3a of the Conditions of Employment of Other Servants of the European Union (CEOS)

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available:  immediately

We look for

A dynamic, flexible and proactive colleague with good communication and organizational skills 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 and administrative procedures.

The main responsibility of the successful candidate will be to provide general secretarial, administrative and logistical support to the Head of Division, as well as support to the Deputy Head of Division and other members of the division.

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

• provide efficient secretarial support to the Head of Division, as well as Deputy Head of Division and other staff members;
• carry out various administrative tasks such as diary-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; ensuring the division’s mission planning;
• organize conferences, meetings, events and dialogue meetings with third countries, including budgetary request, contacts with the Protocol Service, room booking and reception; representational budget and planning.
• 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, etc;
• working as a team with other assistants in the Division and replace them when needed.

Legal basis

The vacancy is to be filled in accordance with the conditions stipulated under the CEOS, in particular Article 82 thereof.

Subject to having passed the CAST exam, the successful candidate will be offered a contract agent position (Function group I), on the basis of a contract with an initial duration of one year that may be renewed for another year and after the second extension could potentially become indefinite duration.

Eligibility criteria

Candidates for this contract agent FG I post should:

• (i) have passed a valid EPSO CAST in a valid FG for this post

OR

• (ii) be registered in the EPSO Permanent Contract Agent Selection Tool (CAST) in a valid FG for this post (https://epso.europa.eu/en/job-opportunities/open-for-application). In that case, while the registration will render the candidate eligible for the selection procedure, the recruitment of a candidate on this vacant post will be subject to their successfully passing the CAST exam that this candidate will be called to attend.[1]
• Candidates must meet the minimum qualifications for engagement as contract agent FG I: 
• Have successfully completed compulsory education attested by a diploma
• 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 experience in the secretarial field;
• be a team player with good inter-personal and communications skills, well organised,

flexible, with the ability to deal with files in a timely manner;

• have the ability to perform multiple tasks and adjust to changing priorities and respect

deadlines

• have sound computer skills (MS Office). Knowledge of IT tools used in the EU institutions will be an asset (e.g. ARES, MIPS+, SYSPER, E-BRIEF)
• have a good understanding of administrative procedures.
• have ability to maintain correspondence with international partners.

Furthermore, the following:

• experience in the field of external relations;
• experience of working in a team in multi-disciplinary and multi-cultural environment;
• experience in working with or within other EU institutions

would be considered as strong assets.

Specific conditions of employment

The signature of the contract will be subject to prior favourable opinion of the Medical Service.

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[2].

A valid Personnel Security Clearance (PSC)[3] allowing access to classified information, issued by the competent national authority 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 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 EEAS[4]. 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.

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 CONTRACTAGENTS-HQ@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 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 procedure[5]

Please send your CV and cover letter (with your EPSO CAST number), in English or French via email, with reference to Vacancy number in the Subject Field, to:

MD-PSD-PCM-2@eeas.europa.eu

Deadline for sending application: 25/04/2024 at 12.00 (CET).

Candidates shall draft their CV following the Europass CV form which can be found at the following internet address: https://europa.eu/europass/en/create-europass-cv.

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.

Pre-selected candidates that have not yet have a valid CAST exam, shall also be invited to sit the CAST exam before or after the interview stage by the selection panel. The panel will then recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment (AACC). The AACC may decide to interview the candidates on the final shortlist before taking this decision.

It is recalled that the selection procedure can be terminated at any stage in the interest of the service.

In the interest of the service, after identifying the candidate that best fulfils the requirement of the post as set out in the vacancy notice and that has successfully passed the CAST exam, the AACC may also establish a reserve list of candidates. These candidates shall be informed that the reserve list shall remain valid for a period of one year from when it is established and that it may be used to fill the same post or an equivalent post in the EEAS having the same job profile.

[1]    An invitation to sit the CAST exam does not commit the EEAS to invite the candidate to a selection panel nor to offer a Contract Agent position, should they succeed the CAST exam.

[2]    OJ C 126, 10 April 2018, p.1.

[3]    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’.”

[4]    OJ C 126, 10 April 2018, p.1.

[5]    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: (https://www.eeas.europa.eu/eeas/eeas-privacy-statement-data-protection-notice-purpose-processing-personal-data-related-public_en) and on the EEAS Intranet: Intranet:(https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-statements-dp-notices)