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 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 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 Directorate for Budget and Human Resources, which belongs to the Directorate General Resource Management (DG RM), the Division "Selection and recruitment" (RM.BHR.3) manages, among others, the selection, recruitment and mobility of all categories of staff in Headquarters and Delegations with the exception of Local Agents. We are in charge of officials (AD, AST and AST/SC); Temporary Agents, Seconded National Experts, Contract Agents. Our mission is to help other EEAS departments to do their respective job effectively and to contribute to the further development of a modern and professional foreign policy organisation.

WE PROPOSE

The position of Secretary in the Division "Selection and recruitment" (RM.BHR.3.POOL) – contract agent FGII as per article 3b of the Conditions of Employment of Other Servants of the European Union (hereafter, the “CEOS”)^[1]. The selected candidate will work as a “floater” in the European External Action Service.

Jobholders in this position as a “floater” will be assigned for short periods to different services of the EEAS in order to provide secretarial and administrative support. The different assignments provide unique opportunities to get an insight into the work of the EEAS services and to broaden professional experience and skills. The duration of each assignment varies from one month to several months and is frequently of 2-3 months.

This position requires the candidate to acquire competencies in a wide range of areas in order to provide the required support. It takes time and considerable resources to acquire this specialisation and therefore it is necessary, in the interest of the service, for the selected candidate to remain on the post of floater for a minimum of 2 years. Therefore, without prejudice to exceptional situations or for duly justified reasons, the selected candidate will be considered as eligible for other CA FGII posts in the EEAS only after having served at least 2 years as a floater.

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 up to a maximum duration of six years[1], subject to the maximum duration of engagement by the EEAS allowed under successive limited duration contracts of different types[2]. 

WE LOOK FOR

A dynamic, flexible and proactive colleague with good communication and organisational skills with a developed sense of service to be able to support the different Divisions. 

This person should be able to quickly adapt to new working environments 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:

• provide efficient secretarial support;

• carry out various administrative tasks such as diary-keeping, filtering telephone calls, filing and ordering supplies, dealing with correspondence;

• document management: registration of incoming and outgoing correspondence, including in Ares;

• organise missions of staff using MIPS application;

• organise meetings and events;

• 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;

• co-ordinate and authorise translation requests.

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:

• 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, Sysper2, Syslog, CIS-Net, LegisWrite, e-Greffe, RUE) will be an asset;

• ability to perform multiple tasks and adjust to changing priorities and respect deadlines;

• very good knowledge of oral and written English and/or French;

• previous experience in EU institutions and/or EU Delegations would be an asset.

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, 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 

Follow the link to download the 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^[1].

The selected candidate should hold, or be in the position to obtain, a valid Personnel Security Clearance (hereafter, the “PSC”)[2] 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(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 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 3(3) of the Decision ADMIN(2019) 7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019.

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[1]

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

CONTRACTAGENTS-HQ@eeas.europa.eu

Deadline for sending application: 09/04/2025at 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.