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.

SECEFPOL.1 is responsible for leading and coordinating the EEAS' overall contribution and strategy in the area of security and defence. This includes work on strategic initiatives, such as the implementation of the Strategic Compass, the preparation and follow-up of Ministerial and other high-level meetings, as well as the development and implementation of specific policies, instruments and capabilities in the field of defence cooperation and civilian CSDP.

WE PROPOSE:

The EEAS is launching a call for expression of interest for the recruitment of one SECRETARY (AST/SC2) as Temporary Agent under Article 2(b) of the Conditions of Employment of other servants of the EU ¹in 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:

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 working in a very friendly and collegial environment. The successful candidate should have good computer skills with a sound knowledge of the standard IT applications used in the EU institutions such as MS Office, Ares, MIPS, Sysper, Decide, Rescom, Webex, etc. as well as of administrative procedures. Together with other members of the administrative team, he/she will be entrusted with the following main tasks:

• Provide efficient secretarial support to the Head of Division, the Deputy Head of Division and/or the sectors;
• Organise meetings and accompany external visitors in accordance with security regulations;
• Carry out various administrative tasks such as diary-keeping, filtering telephone calls, filing and ordering supplies, drafting correspondence;
• Document management: registration of incoming and outgoing correspondence in ARES, including attribution of the documents to the respective colleague(s);
• Organise missions of staff using MIPS application;
• Ensure the implementation of the procedures concerning the management of the documents and sharing good practices as well as coordinating internal procedures in his/her role as Document Management Officer's correspondent of the Division;
• Organise meetings, video conferences, events;
• Follow-up of the representation budget;
• 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, speeches, etc.

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 AST/SC2.

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 references ³as 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:

• Proven experience in the secretarial field. Experience in the field of external relations will be an asset;
• Sound computer skills (MS Office) and good knowledge of standard administrative procedures;
• Knowledge of IT tools used in EU institutions (ARES, MIPS, Sysper, e-brief, Decide, Rescom, Webex, etc.) will be an asset;
• Ability to be flexible, well organised, perform multiple tasks and adjust to changing priorities and respect deadlines;
• Very good knowledge of spoken and written English, a good knowledge of French is an asset;
• Previous experience in EU institutions would be an asset.

EXPRESSION OF INTEREST AND SELECTION PROCEDURE ⁵:

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

MD-PSD-SECDEFPOL-ADMINISTRATION@eeas.europa.eu copying AST-SC-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/SC)-TA2b-AST/SC2- MD-PSD.SECDEFPOL.1 - 364333"

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 06/05/2024 to 24/05/2024 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/SC)-TA2b-AST/SC2 MD-PSD.SECDEFPOL.1 - 364333"):

MD-PSD-SECDEFPOL-ADMINISTRATION@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(2023) 18 on the security rules for the EEAS ⁶.

The selected candidate should hold, or be in the position to obtain, a valid Personnel Security Clearance (PSC) ⁷issued by the competent authority of the Member State concerned.

Candidates who do not already have a valid PSC will be required to go through the security clearance vetting procedure of their Member State to obtain this clearance 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(2023) 18 on the security rules for the EEAS ⁸. Until the PSC is issued by the competent authority of the Member State concerned, the selected candidate will 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/SC-2 ⁹for a duration of 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: immediately

CONTACT

Mr Stijn MOLS, Head of Division MD-PSD.SECDEFPOL.1 Tel: +32 2584-2070

Email: Stijn.MOLS@eeas.europa.eu

Mr Wiktor STANIECKI, Deputy Head of Division MD-PSD.SECDEFPOL.1 Tel: +32 2584-4646

Email: Wiktor.STANIECKI@eeas.europa.eu

The closing date for submissions is 24/05/2024 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 263, 26 July 2023, p.16.

7 The ‘Personnel Security Clearance’ is defined under point 2 of Annex A I of the Decision ADMIN(2023) 18 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 263, 26 July 2023, p.38.

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