European Union External Action

EEAS Vacancy Notice : Contract Agent FGII - Administrative Assistant to the Managing Director for Europe and Central Asia

09/10/2019 - 09:43
Contract agents

Please send your cv and cover letter (with your EPSO CAST number) to EUROPE-AND-CENTRAL-ASIA@eeas.europa.eu by 31 October 2019.

EEAS Headquarters Job n° 252822

WE ARE:

The European External Action Service (EEAS) supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports 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 Office of the Managing Director for Europe and Central Asia is responsible for the management and policy guidance of the whole MD EURCA, including its two directorates and seven divisions, with all aspects that are covering the bilateral relations between the countries of the EURCA regions and the EU. 

WE PROPOSE:

The position of Administrative Assistant to the Managing Director for Europe and Central Asia.

ELIGIBILITY CRITERIA:

Candidates for this contract agent II post should:

  • (i) have passed a valid EPSO CAST in a valid FG for this post or
  • (ii) be registered in the EPSO Permanent CAST in a valid FG for this post https://epso.europa.eu/apply/job-offers_en?keyword=&contract=37&grade=All&institution=101&location=All
  • 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 languages of CFSP and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset;
  • be a national of one of the member States of the European Union and enjoy full rights as a citizen. 

SELECTION CRITERIA:

We are seeking a highly motivated, dynamic, proactive, flexible and responsible colleague, who has excellent communication, coordination and organisational skills and a highly developed sense of service. The successful candidate should have solid computer skills with a sound knowledge of the standard IT applications and administrative procedures (including Commission tools e.g. ARES, MIPS, e-Brief). He/she should be a good team player, as well as be able to work independently. The ability of multi-tasking, problem-solving, tolerate working under pressure would be an asset.
The assistant should be able to quickly adapt to a new working environment. He/she would work in a small team of four, including constant leasing with the directorates and divisions of MD EURCA, other EEAS Services and EU Institutions.

The assistant will be entrusted with the following main tasks:

  • Provide efficient secretarial and administrative support;
  • Monitoring the Functional Mailbox of the MD EURCA Office;
  • Ensure the proper workflow of Briefings and Parliamentary Questions within deadlines with close cooperation with MD's Political Assistant;
  • Document management; monitoring and handling incoming and outgoing correspondence, documents/e-signatories in ARES and RUE;
  • Prepare missions, mission declarations (MIPS), booking accommodation handling MD's visa applications if needed;
  • Maintain proper and smooth cooperation and communication with the MD's Personal Assistant and MD's Political Assistant;
  • Assisting the MD's Political Assistant in the planning and follow-up of the EURCA yearly mission and representation budgets, including coordination and compiling information from the two directorates and seven divisions;
  • Carry out various administrative tasks such as diary-keeping, filtering telephone calls, email correspondence, setting up internal and external meetings, accompanying official visitors;
  • At the yearly Heads of Delegation Seminar, booking and coordinating the meeting room allocation within the Managing Directorate. Provide assistance to MD's Political Assistant in relations of requests of the Seminar;
  • Facilitate proper internal communication within the whole Managing Directorate, as well as with other EEAS Services or external counterparts;
  • Ordering office supplies.

PLACE OF EMPLOYMENT:

Brussels, Belgium

SPECIFIC CONDITIONS OF EMPLOYMENT:

The successful candidate will be required to undergo security vetting if (s)he does not already hold security clearance to an appropriate level (EU SECRET), in accordance with the relevant security provisions.

PRACTICAL INFORMATION:

Contract agent position (Function group II); renewable contract for a maximum duration of 6 years (with a valid CAST exam).

APPLICATION AND SELECTION PROCEDURE:

Please send your cv and cover letter (with your EPSO CAST number) to
EUROPE-AND-CENTRAL-ASIA@eeas.europa.eu by 31 October 2019.  
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.

Interviews will be scheduled in November 2019.

STARTING DATE: The position is currently vacant in the EEAS Headquarters.

CONTACT:  Ildiko BUBOR

02/584-5864

Ildiko.Bubor@eeas.europa.eu

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