European Union External Action

EEAS Vacancy Notice: Contract Agent FGII – Assistant - Secretary EEAS Headquarters - job n° 358836

29/03/2021 - 17:51
Contract agents

Please send your CV and cover letter (with your EPSO CAST number) via email to - Deadline for sending application: 30/04/2021 at 18.00 (CET).

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 his tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his capacity as Vice President of the Commission with regard to his 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 High Representative has operational responsibilities in the case of threats to or through the European GNSS system (soon to be extended to the other components of the future EU Space Programme) and exercises the operational direction to the EU Satellite Centre.

The Division SECDEFPOL 5 is responsible for the development, coordination and implementation of the EU policies in the areas of security for space, of space for security and of international relations in space matters, including as an instrumental actor in the security operational chain regarding the HR’s responsibilities described in the previous paragraph.

In particular, SECDEFPOL 5 is supporting the Special Envoy for Space – Head of Division in implementing the above tasks.

We propose

The position of Assistant - Secretary - contract agent FGII as per article 3b of the Conditions of

Employment of Other Servants of the European Union (CEOS).

We look for:

A dynamic, motivated and responsible Secretary who will be working in a friendly and collegial environment.

The main responsibility of the Secretary will be to provide general administrative, organisational and logistics support for the Division.

The job includes a wide range of duties, such as:

  • To organise meetings and video conferences involving the division members, including by organising the access for visitors to the building and welcoming/escorting visitors;
  • To manage information and procedures regarding duty and permanence, leave and absence records, teleworking, missions, representation costs and similar administrative tasks, including following the budget consumption;
  • To maintain the diary, answer and filter phone calls, manage functional mailboxes and respond to general enquiries;
  • To ensure a proper implementation of procedures regarding document management, as the Document Management correspondent in the division;
  • To manage office supplies and equipment, including IT;
  • To liaise with the assistants of MD.CSDPCR and SecDefPol Director and Divisions;
  • To support the Division members using the main corporate administrative tools (Sysper, Ares, EEAS Register, Decide, MIPS).

Legal basis

The vacancy is to be filled in accordance with the conditions stipulated under the Conditions of Employment of Other Servants of the European Union (CEOS). 1

The successful candidate will be offered a contract agent position (Function group II); renewable contract for a maximum duration of 6 years (with a valid CAST exam).

Eligibility criteria

Candidates for this contract agent II post should:

  • (i) have passed a valid EPSO CAST in a valid FG for this post


  • (ii) be registered in the EPSO Permanent CAST in a valid FG for this post 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.


Candidates should have:

  • good organizational skills, a sense of initiative and being a responsible team player with good inter-personal and communication skills;
  • proven experience in the secretarial field; experience in the field of external relations will be an asset;
  • ability to be well organised and to deal with files in a timely manner;
  • proven capacities of a team player with good inter-personal and communication skills;
  • sound computer skills (MS Office) and good knowledge of standard administrative, knowledge of workflow based IT applications (ARES, MIPS, Sysper2, e-Brief, EU-Learn, Decide, EEAS Register, RUE) and administrative procedures would be an asset.
  • ability to perform multiple tasks and adjust to changing priorities and respect deadlines.
  • A good working knowledge of English is necessary. Knowledge of French would be an asset.


  • experience of working in a team in a multi-disciplinary and multi-cultural environment;
  • experience in working with or within other EU institutions;
  • a valid security clearance at the level of EU Secret

would be considered as an asset.

Specific conditions of employment

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

The successful candidate might be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level, in accordance with relevant security provisions.

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 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 1d.4 of the Staff Regulations.

Application and selection procedure2

Please send your CV and cover letter (with your EPSO CAST number) via email to

Deadline for sending application: 30/04/2021 at 18.00 (CET).

Candidates shall draft their CV following the European CV form which can be found at the following internet address:

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 panel will recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available: 01/05/2021


1 Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, see

2 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: ( and on the EEAS Intranet: (

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