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 and Post Management Division (RM.BHR.1) is responsible for the establishment and management of the overall budgetary resources of the EEAS (headquarters and delegations), as well as the supervision of accounting quality related to the general accounts of the EEAS. Furthermore it manages the budget of the EEAS for missions, expert travel expenses and delegations representation expenditure.

The post management team prepares and executes policy decisions with regard to the organisational set-up of the EEAS and with regard to post allocations, management and movements, both in HQ and EU Delegations worldwide. It works closely with the Commission on the management of the network of Delegations.

We propose

The position of HRM Officer - Post Management in RM.BHR.1 Division contract agent FGIV 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:  01/06/2024

We look for

A dynamic, proactive, highly motivated and service-oriented colleague with excellent communication, drafting and organisational skills. He/she will be entrusted with the following main tasks related to human resource management:

• Analysing and screening human resources allocation in headquarters in view of optimising their use;
• Coordinating post management activities in headquarters, including the assurance of the timely follow-up on staffing requests;
• Coordinating the bi-weekly Staff request and Post management meeting;
• Drafting relevant decisions and managing the ARES registration and workflow;
• Analysing and approving publication requests;
• Coordinating, together with the SYSPER Helpdesk, reorganisations in EEAS Headquarters, in line with the changing political priorities and needs of the Service;
• Implementing changes in the EEAS HR management system (SYSPER) notably creation and transfer of posts, quota movements, etc;
• Updating the bi-monthly reports on post allocations, occupancy, and vacant posts as well as the occupancy forecast for both HQ and EU Delegations;
• Extracting human resources data from Sysper and providing ad-hoc statistics and reports on posts to contribute to decision making as regards reallocation of posts;
• Drafting contributions to various reporting exercises, policy papers, briefings, notes and answering parliamentary questions in the areas linked to the post;
• Contributing to the preparation of the annual budget exercise as regards posts;
• As a back-up, coordinating the launch of the Staff survey, finalising its report and preparing a subsequent Action Plan.

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 IV), 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 IV post should:

• - (i) have passed a valid EPSO CAST in FG IV;

or

• - (ii) be registered in the EPSO Permanent Contract Agent Selection Tool (CAST) for FG IV (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 completed university studies of at least three years 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 strong drafting, communication and analytical skills combined with sound judgement;
• at least two years of proven experience in the fields of HR management, resource allocation and reporting, ideally within EU institutions or international organisations;
• proven experience in Sysper and HR Reporting tools;
• have thorough knowledge of HR processes within the EU institutions;
• demonstrated ability to resolve wide ranging HR problems and the ability to respond to urgent staffing needs, through careful consideration of the Establishment Plan and budget possibilities;
• have a very good knowledge of Microsoft Excel and proven experience of working with complex HR data;
• experience in working in a team in a multi-disciplinary and multi-cultural environment;
• demonstrated flexibility and the ability to respond to unforeseen urgencies;
• be fluent in English (both orally and in writing), and have a good command of French.

The following criteria would be considered an advantage:

• Experience in coordinating and implementing reorganisations

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:

HQ-POST-MANAGEMENT@eeas.europa.eu

Deadline for sending application: 17/05/2024 at 13.00 (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 (AACC). 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)