WE ARE

The European External Action Service (EEAS) supports the High Representative in the exercise of his mandate to conduct and implement an effective and coherent Union’s Common Foreign and Security Policy (CFSP), to represent the EU and to chair 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 EU's external action. The EEAS works in close cooperation with the EU Member States, the General Secretariat of the Council, the services of the Commission and the Secretariat General of the European Parliament.

The Directorate for Budget and Human Resources, the Career, Learning and Development Division (RM.BHR.4) is in charge of:

• the smooth implementation of the statutory career development policies (i.e. appraisal, promotion/reclassification, probation, certification);
• the development of related career policies;
• modern and effective learning and development opportunities for staff;
• the annual training budgets for Delegations and Headquarters;
• the organisation of pre-posting and annual seminars for Delegation staff, and the annual Ambassadors Conference;
• the traineeship and short-term staff exchange programmes at EEAS Headquarters and in Delegations
• the implementation of the European Union Diplomatic Academy (EUDA).

The present number of staff in the Division is 30.

WE PROPOSE

The position of the Secretary/HRM Agent  contract agent FGII as per article 3b of the Conditions of Employment of Other Servants of the European Union (hereafter, the “CEOS”)^[1].

PLACE and DATE OF EMPLOYMENT

‎EEAS Headquarters, Brussels, Belgium

Post available:  Immediately

LEGAL BASIS

The vacancy is to be filled in accordance with the conditions stipulated under the CEOS, in particular Article 82 thereof. In case of recruitment, the successful candidate will be offered a contract agent position (Function group II), on the basis of a contract with an initial duration of one year that may be successively renewed for a maximum duration of six years[2], subject to the maximum duration of engagement by the EEAS allowed under successive limited duration contracts of different types[3].

WE LOOK FOR

A dynamic, flexible and proactive colleague with good communication and organizational skills with a developed sense of service. He/she 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. He/she will be entrusted with the following main tasks:

• Assisting in the smooth running of the Division’s daily work;
• Assisting in the preparation and organization of seminars and related trainings (back office administration, setting up meetings and booking meeting rooms, ordering catering and material, management of participants in EU LEARN, management of seminar venues, use of other relevant applications for these purposes)
• Seminar presence and ad hoc administrative assistance (working outside core hours, as per the seminar programme, required)
• Participation in the organisation and coordination of the yearly EU Ambassadors Conference, e.g. administrative issues, including logistics, catering, etc., as well as presence during the Conference and ad-hoc assistance at the welcome desk, accreditations etc (working outside core hours, depending on the Conference programme, required)
• Assistance in side events to seminars, such as cocktails and training courses, including catering orders, managements of event venues, presence lists, evaluations and related follow-up.
• Assistance with organization of missions of seminar participants or external speakers of the Conference and follow up.
• Regular checking of functional mailboxes of the Division and ARES;
• Operational Initiation (OIA) for external trainings organized in the context of seminars, as appropriate;
• Drafting for the EEAS Intranet;
• Archiving

Eligibility criteria[4]:

Further to the conditions set out in Article 82 of the CEOS, candidates must:

• (i) have passed a valid EPSO CAST in a valid function group for this post, OR

(ii) be registered in the EPSO Permanent CAST in a valid function group 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 years;
• have the capacity to work in the languages of the CFSP and external relations (English and French) necessary for the performance of their duties;
• 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:

• Good communication and organizational skills and a developed sense of service;
• Flexibility in working hours, when appropriate;
• Proven experience in secretarial work. Experience in the field of event management/ conference organization or external relations;
• Sound computer skills (MS Office) and good knowledge of standard administrative procedures. Knowledge of IT tools used in EU institutions will be an asset;
• Ability to perform multiple tasks and adjust to changing priorities and respect deadlines.

Furthermore: 

• 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 assets.

CONDITIONS OF RECRUITMENT AND 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 (hereafter, the “PSC”) to access EU classified information (EUCI) in accordance with point 7 of Annex A I of the Decision ADMIN(2023) 18 on the security rules of the EEAS[5] 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 Annex A of the Decision ADMIN(2023) 18 on the security rules of the EEAS.

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 1(d)(4) of the Staff Regulations.

APPLICATION AND SELECTION PROCEDURE[6]

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

CAREER-LEARNING-DEVELOPMENT@eeas.europa.eu

Deadline for sending application: 16/10/2024 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, subsequent to the interview, to organise written tests, either for all pre-selected candidates or to the best ranked ones. 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 without a valid CAST shall be invited to sit the CAST exam before or after the interview stage (in accordance with the eligibility criteria set out above).

The panel will then recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment (hereafter, the “AACC”). The AACC may decide to interview the candidates on the final shortlist before taking this decision.

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 fits the requirements 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 with 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).

[2]      Article 8 of the Commission Decision C(2017) 6760 of 16.10.2017 on the general provisions for implementing Article 79(2) of the Conditions of Employment of Other Servants of the European Union, governing the conditions of employment of contract staff employed by the Commission under the terms of Articles 3a and 3b thereof.

[3]           Decision ADMIN(2023) 24 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.

[4]     All the eligibility criteria must be met on the closing date for applications to this post.

[5]    OJ C 263, 26 July 2023, p.16. 

[6] 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).