European Union External Action

EEAS Vacancy Notice : Contract Agent FG II Job NO: 168036 - Secretary in AFRICA 1 Division Headquarters

15/05/2019 - 12:18
Contract agents

The closing date for the submission of applications is 27 May 2019. Late applications will not be accepted.

The European External Action Service (EEAS) supports the work of the High Representative in her tasks of conducting the EU's Common Foreign and Security Policy and chairing 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 Member States, the Council and relevant services of the European Commission.

The Division for Horn of Africa and East Africa is responsible for the EU’s bilateral relations with the countries of the Horn of Africa and East Africa (Somalia, Sudan, South Sudan, Ethiopia, Eritrea, Djibouti, Tanzania, Kenya, Uganda), and with the regional organisations, the Common Market for Eastern and Southern Africa (COMESA), the East African Community (EAC), the Intergovernmental Authority on Development (IGAD) and the Indian Ocean Commission (IOC). The general policy framework for the relations with the countries/region is the Cotonou Agreement. 

The Division’s main responsibilities are to manage the EU’s relations with the countries/region of the Horn of Africa and East Africa. More specifically the Division is responsible for: preparing the Country Strategy Papers and National Indicative Programmes for the partner countries, preparing analysis and policy suggestions, providing appropriate briefings for meetings and visits, following, in co-ordination with other services, key issues for the region such as food security, migration, the trade and the business environment, respect for human rights and democracy and the development of civil society.


A contract agent (FG II) post of an Administrative Agent - secretary in the AFRICA 1 Division.


A dynamic, proactive and highly motivated colleague with very good communication and organizational skills and with a developed sense of service. The selected candidate will be responsible for providing administrative and secretarial support mainly to Desk Officers. The successful candidate should have good computer skills with a sound knowledge of the standard IT applications (Outlook, Ares, MIPS, CISNet, e-Brief etc.) and administrative procedures.

He/she will be entrusted with the following main tasks:

  • Providing efficient secretariat support to a number of Desk Officers;
  • Coordination with desk officers and follow-up urgent files (Cabinet briefing request, European Parliament Questions, etc…);
  • carry out various administrative tasks such as diary-keeping, filtering telephone calls, providing information and filing;
  • take, transcribe, prepare and format correspondence; Document Management: registration of incoming and outgoing correspondence in ARES ; filing & handling COREUs/ RUE/e-Brief/ ISC/PQ;
  • monitoring of deadlines;
  • Organising meetings and/or conferences (booking rooms, drinks, security clearance for external guests, liaise with protocol unit if needed, etc…);
  • Organising of Missions for desk officers (use of MIPS, visa request, contact with delegations for hotel booking, etc…);
  • Administrative coordination;
  • Keep informed in general terms of matters affecting the assigned countries as well as EU policy towards those countries;
  • Back-up for absent colleagues;

Selection Criteria:

  • experience in the secretarial field;
  • well organized with the ability to deal with files in a timely manner;
  • a flexible and responsible team player with excellent inter-personal and communication skills;
  • good written and spoken English/French;
  • knowledge of standard Commission tools (ARES, MIPS, SYSPER, CisNet, e-Brief, etc…) would be an asset;

Eligibility criteria:

In order to be eligible for the post of contract agent FG II candidates must:

meet the minimum qualifications for engagement as contract agent FG II: 

  • (i) Have a level of post-secondary education attested by a diploma; or
  • (ii) a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years; or
  • (iii) where justified in the interest of the service, professional training or professional experience of an equivalent level (related to the nature of the tasks and qualifications indicated in the Job Description).
  • Have the capacity to work in languages of CFSP and external relations necessary for the performance of their duties. Excellent knowledge of English (written and spoken) is essential.
  • Be a national of one of the Member States of the European Union and enjoy full rights as a citizen.

Application and selection procedure:

Candidates should send their applications (CV and motivation letter - in English or French) to the functional mailbox:

The closing date for the submission of applications is 27 May 2019. 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.

The candidates who have been preselected will be invited for an interview by a selection panel. The panel will recommend a shortlist of candidates for a final decision by the Authority Empowered to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

Post available: 01/07/2019 in EEAS HQ (Brussels)

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