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/her tasks of conducting the Union's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his/her capacity as Vice President of the Commission with regard to his/her responsibilities within the Commission in the external relations field including the coordination of other aspects of the Union's external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.

The budget division EEAS RM.BHR.1 is responsible for the establishment of the administrative budget of the organisation covering the Headquarters and the EU-Delegations network as well as all issues relating to accounting quality and management of the delegations imprest accounts. The total amount to be managed is approximatively 900 M€ and includes the EEAS budget    (694 M€) and the contribution of the European Commission to the functioning of the EU delegations. The division is also responsible for the management of the missions, travel of experts and representation costs of the EEAS.

We propose

The position of Financial Assistant – Mission support, Contract Agent FGIII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).^[1]

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available:  01/09/2024

We look for

We are looking for a colleague to take over the role of Missions Manager as part of a team of   5 staff, and under the coordination of a Sector Manager.

She/he will be responsible for the proper implementation of the Missions Guide and of all additional instructions related to the management of missions, providing guidance on mission preparation and the use of MIPS/MIPS+, but also to provide advice on the accounting and mission's management to EEAS HQ and 140 Delegations. She/he will also have to supervise the quality of the invoicing received from AMEX (the HQ travel agency), execute the payments of the HQ missions, contribute to the overall monitoring of the EEAS Missions budget and supervise actions related to the representation and sponsoring activities in delegation.

This post requires a dedicated and pro-active team player, with good communication and analytical skills and with a very client-oriented approach.

The main responsibilities are as follows:

• Act as point of contact for mission performers in the EEAS, giving assistance and advice concerning the establishment of mission orders and expenses claims;
• Act as point of contact for Delegations (Heads of administration and administrative staff), giving assistance and advice concerning the establishment of mission orders, expenses claims, payment of missions, follow up of the mission budget of the Delegation;
• Payment of mission expenses claims to mission performers from HQ following validation by the PMO;
• Support the Head of Sector in the general management of MIPS, the mission budget and the compliance with financial and budgetary rules, procedures and deadlines;
• Assist the various HQ entities with issues related to missions management and missions budget management;
• Ensure compliance with legal and regulatory requirements (Missions Guide, Financial Regulations etc.) and perform ad-hoc verifications on the situation of the Delegation and on the PMO calculations;
• Perform actions related to representation and sponsoring activities in delegation, notably reporting;
• Contribute to the replies to various requests in relation to ex-post controls and audits and implementation and follow up recommendations flowing from ex-post controls or audits;
• Provide support to management, divisions and delegations of the EEAS to implement financial and budgetary procedures, norms and methods, including on-the-spot training;
• Provide adequate support and information to the management to facilitate effective planning and management of budget resources for missions and experts travel;
• Assist with the preparation of relevant manuals and instructions for guidance to users, both in Delegations and in Headquarters;
• Prepare and perform, in collaboration with the other team members, short trainings or presentations on aspects related to MIPS and Missions Management;
• Acting as financial initiator of expenses claims for invited experts and pre-posting trainees invited to meetings in accordance with existing rules, and prepare of payment orders for reimbursement;
• Prepare payment orders based on invoices, debit notes and internal documents related to services financed by the budget lines managed by the Division (missions, experts, etc...);
• Participate in the follow up of the budget related to missions and experts managed by the Division;
• Advise the Head of Sector on service improvements.

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 III), on the basis of a contract with an initial duration of one year that may be successively renewed for a maximum duration of 6 years.

Eligibility criteria

Candidates for this contract agent III 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.  
• 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 ability to maintain diplomatic relations and to ensure representation and communication in a complex, multicultural environment;
• have capacity to create constructive working relations in the field of external relations with national authorities, international organisations and EU Member States;
• have strong drafting and analytical skills combined with sound judgement;
• have knowledge of external relations, internal policies and functioning of the Union;
• have excellent communication skills and the ability to establish and maintain a          network of contacts both within and outside the EEAS;
• have the ability to communicate clearly on complex issues and the capacity to perform with accuracy and in a flexible manner a diversity of tasks in a complex institutional environment;
• have strong service attitude;
• be fluent in English and in French (both orally and in writing);
• have geographical knowledge and/or experience of the Neighbourhood;
• be a flexible team player;
• demonstrate flexibility and a pro-active attitude, the ability to work in a team but also independently;
• be client and problem solving oriented;
• be willing to learn and permanently update their skills;
• have very good capacity to communicate in French and English (verbally and in writing);
• have knowledge of the financial circuits and ABAC;
• have a sound knowledge of the EU Financial Regulations and financial procedures, as well as other relevant rules;
• have good inter-personal and communication skills;
• have experience of working in multi-disciplinary and multi-cultural environment;
• be able to deliver timely and high quality results.

Furthermore:

• experience of working in a team in multi-disciplinary and multi-cultural environment;
• experience in working with or within other EU institutions;
• experience of working with MIPS/MIPS+, ABAC, advanced Excel;
• experience of working with travel agencies, follow up of travel bookings and invoices, regularisation of missions costs, and
• experience in reporting (Business Object, other tools)

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.

This post is currently not identified as a post which requires Personnel Security Clearance (PSC) to access EU classified information (EUCI) in accordance with point 7 of Annex A I of the Decision ADMIN(2017) 10 on the security rules of the EEAS[2] and as implemented by Decision ADMIN(2019) 7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019 and its implementing decisions.

Nonetheless, candidates are informed that the list of posts requiring a PSC in the EEAS Headquarters is subject to regular review and that the current post might be identified in the future as a post which requires PSC.

If required after the taking of duty, the selected candidate will need to be in a position to obtain a valid PSC issued by the competent authority of their Member State in accordance with national laws and regulations.

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.

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[3].

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[4]

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

EEAS MIPS (EEAS-MIPS@eeas.europa.eu)

Deadline for sending application: 31/08/2024 at 12.00 (CET).

Candidates shall draft their CV using the Europass CV, 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. 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 selection panel may decide, in addition to the interview, to organise written tests, either for all pre-selected candidates or to the best ranked ones, after the interview. The content of such written tests will be defined by the selection panel and may include, but not be limited to, multiple choice questions, open questions and/or topics for a short essay.

Pre-selected candidates shall be invited to sit the CAST exam before or after the interview stage by the selection panel (in accordance with the eligibility criteria set out above).The panel will recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment The AACC may decide to interview the candidates on the final shortlist before taking this decision.

If, exceptionally, on the date of recruitment, the successful candidate has not yet had the opportunity to pass the tests necessary to obtain the CAST, the latter will be engaged on condition that he obtains the CAST within six months of taking up his duties. Failure to obtain the required CAST will give the EEAS the right to terminate the employment contract.

It is recalled, that the selection procedure may 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, 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]    Staff Regulations of Officials of the European Union (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). https://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:01962R0031-20140501&from=EN

[2]    OJ C 126, 10 April 2018, p.1.

[3]    OJ C 126, 10 April 2018, p.1.

[4]    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:(https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-statements-dp-notices)