EUROPEAN EXTERNAL ACTION SERVICE (EEAS) - Job title: Administrative Assistant – Security Assistant - HQ Contract Agent FGIII - EEAS Headquarters - job No 435153

WE ARE

The European External Action Service (EEAS) supports the High Representative in the exercise of her mandate to conduct and implement an effective and coherent Common Foreign and Security Policy (CFSP), to represent the EU and to chair the Foreign Affairs Council. 

It also supports the High Representative in her capacity as Vice-President of the Commission with regard to 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.

Within the Security and Corporate Services Directorate (RM.SCS), HQ Security and EEAS Security Policy Division’s (RM.SCS.3) mission is to protect EEAS Staff, visitors, premises and physical assets in Brussels, as well as to protect classified information relevant to the EEAS, by putting in place appropriate security measures and procedures.

WE PROPOSE

The position of Administrative Assistant – Security Assistant in the HQ Security and EEAS Security Policy Division - contract agent FGIII as per article 3b of the Conditions of Employment of Other Servants of the European Union (hereafter, the “CEOS”).

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 III), on the basis of a contract with an initial duration of one year that may be successively renewed up to a maximum duration of six years, subject to the maximum duration of engagement by the EEAS allowed under successive limited duration contracts of different types. 

WE LOOK FOR

We are seeking a highly motivated colleague who will be called to:

Executive Support to the Head of Division:

• Provide overall organisational support to the Head of Division.

• Prepare and coordinate briefing files for meetings of the hierarchy (Director, Secretary-General, HRVP where relevant).

• Draft minutes of internal meetings and ensure systematic follow-up of decisions and action points.

Coordination and Follow-Up of Files:

• Monitor and track cross-cutting Division files and ensure timely follow-up.

• Assist the HoD in the follow-up and coordination of inter-institutional files involving the Commission, the Council Secretariat, the European Parliament and Member States.

• Prepare coordination notes, background summaries and follow-up tables as required.

• Contribute to ensuring internal coherence between sectors within the Division and maintain structured reporting and tracking mechanisms.

Human Resources Support:

• Act as administrative HR focal point within the Division.

• Support the preparation and follow-up of HR-related files.

• Assist in the preparation and follow-up of selection procedures.

• Coordinate with EEAS HR services on staffing matters, sensitive posts and related administrative procedures.

Security Clearances Administrative Support:

• Assist in the administrative management and ensure the ARES workflow of the process for issuance the Authorisations to access EUCI.

• Assist in the organisation and coordination of the Annual Expert Meeting on Personnel Security and other events and meetings in this domain.

Support to Security Awareness Activities:

• Support the Division in awareness-raising activities across the EEAS related to security policies and procedures.

• Contribute to the preparation and dissemination of awareness materials (briefings, presentations, internal communications, guidance notes).

• Assist in the organisation and coordination of awareness sessions, workshops or information events.

• Support follow-up and feedback collection related to awareness initiatives.

Additional Responsibilities:

• Provide backup support to the Division Secretary when required, including assistance with document management, correspondence handling and workflow monitoring in corporate systems (such as ARES).

• Ensure continuity of essential administrative functions during periods of absence or peak workload.

Eligibility criteria

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

• have passed a valid EPSO CAST in a valid function group for this post, or 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 the latter case, while the registration will make the candidate eligible for the selection procedure, the recruitment of a candidate on this vacant post will be subject to his/her successfully passing the CAST exam;

• 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 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 relevant education or professional experience in EU affairs, public administration, security or related fields.

• Have experience in executive support, coordination or governance roles.

• Demonstrate strong drafting and analytical skills combined with sound judgement.

• Be able to handle sensitive information with discretion and accuracy.

• Have experience with meeting organisation, minutes drafting and structured follow-up tracking.

• Have experience using document management systems (knowledge of ARES is an asset).

• Have a good understanding of EU institutional functioning.

• Demonstrate strong organisational skills and the ability to prioritise in a demanding and dynamic environment.

• Show a strong service-oriented attitude and the ability to work effectively in a multicultural setting.

Furthermore:

• Previous experience within EU institutions or international organisations.

• Experience supporting senior management or Heads of Division.

• Experience in HR coordination or administrative follow-up of security clearance procedures.

• Familiarity with EEAS Security Rules or EUCI procedures.

• Experience contributing to awareness or communication activities.

will be considered as strong assets. 

CONDITIONS OF RECRUITMENT AND EMPLOYMENT

CONFLICT OF INTEREST AND SECURITY RISKS

As a matter of policy, applications by individuals who have dual nationality of which one of a non-EU country, will be considered on a case-by-case basis taking account in particular of the functions attributed to the vacant post. The EEAS also examines if there could be a conflict of interest or security risks.

In this context, candidates shall fill in with their application a declaration of potential conflict of interest 

MEDICAL CLEARANCE

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

PERSONNEL SECURITY CLEARANCE (PSC)

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 Annex A of the Decision ADMIN(2023) 18 on the security rules of the EEAS.

The selected candidate should hold, or be in the position to obtain, a valid Personnel Security Clearance (hereafter, the “PSC”) issued 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(2025) 42 on Implementing Rules and Procedures for Personnel Security measures for protection of EU Classified Information of 20 November 2025 and in Annex A I of the Decision ADMIN(2023) 18 on the security rules of the EEAS. 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 7 of the Decision ADMIN(2025) 42 on Implementing Rules and Procedures for Personnel Security measures for protection of EU Classified Information of 20 November 2025.

 

EQUAL OPPORTUNITIES

The EEAS strives to be a dynamic, respectful and inclusive Service. We value the talent and professional excellence of our staff, and are committed to building an organisation where gender equality and the respect of diversity are core values, as set out in the EEAS Mission Statement and the EEAS Agenda for Diversity and Inclusion. The EEAS is committed to achieving gender balance within its workforce and strives to avoid any form of discrimination during this selection procedure, as per Article 1(d) of the SR. We actively welcome applications from all qualified candidates without any discrimination based on any ground. We commit to recruit candidates with the highest standard of ability, efficiency and integrity, carrying out a selection based on merits required for the post and from the broadest possible geographical basis among the EU Member States.

The EEAS is committed to working with people with disabilities in the terms of the SR. If, by virtue of your medical condition or special needs, you require reasonable accommodation for a part or the entirety of this selection process, please send us an email to CONTRACTAGENTS-HQ@eeas.europa.eu. Your request will be treated in strict confidence and no record will be kept. If a candidate with a disability is selected for a vacant post, the EEAS is committed to providing reasonable accommodation in accordance with Article 1(d)(4) of the SR. 

All selected candidates are expected to adhere to the Principles of Professional Behaviour of the EEAS, which outline the need for integrity, transparency, respect, professionalism and accountability, and a zero tolerance approach to any form of harassment

APPLICATION AND SELECTION PROCEDURE

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

security-recruitments@eeas.europa.eu

Deadline for sending application: 05/05/2026at 12.00 noon (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. ^

        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’.”

7. ^

   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).