European Union External Action

EEAS VACANCY NOTICE - CA FG III - Administrative assistant - EU Delegation UK - London

18/09/2019 - 10:07
Contract agents

The closing date for the submission of applications is 09/10/2019 at 18.00 (CET). Late applications will not be accepted.


The European Union currently has 140 delegations which are placed under the authority of the High Representative of the Union for Foreign Affairs and Security Policy, who is also Vice President of the European Commission.


The post of Administrative Assistant - contract agent FG III. The Administrative Assistant will be responsible, under the authority of the Head of Delegation (HOD) and under the direct responsibility of the Head of Administration (HOA), for the day-to-day running of the Delegation.

The Administrative Assistant will be assisting the Head of Administration in ensuring the implementation of overall administrative rules related to the management of human resources and infrastructure (Delegation building and Head of Delegation residence), provide for equipment and services, as well as ensuring the implementation of security measures and management of procurement. Furthermore he/she will assist the Head of Administration in the overall administrative and financial management of the delegation’s budget. In the absence of the Head of Administration, the Administrative Assistant shall act as Imprest Account Holder, as appointed by the Accounting Officer of the EEAS (ABAC system). The Administrative Assistant together with the Head of Administration will ensure the liaison with local authorities on the matters related to the administrative functioning of the delegation, including the follow-up of protocol issues.

The Administrative Assistant will assist the Head of Administration who plays a fundamental role inside the delegation and in relation with local authorities and companies. He/she will be exposed to a wide variety of tasks and stakeholders. The essential attributes of an Administrative Assistant are organisational skills, openness and flexibility, adaptability and willingness to learn and to take the initiative when necessary. Excellent human contacts and service culture are also prerequisites.


The European External Action Service (EEAS) is seeking a highly motivated  FG III contract agent to occupy the post of Administration Assistant in the EU Delegation in United Kingdom.

The successful candidate shall have the following profile and qualities:

  • Formal education, training and/or equivalent experience
    Education in either business administration, human resources management, finance or accounting and bookkeeping or equivalent practical experience in these areas
  • Successful experience in specific areas of expertise
    Proven pertinent experience in one or several of the following areas:
    • handling of staff matters, ideally as team leader;
    • tender procedures, preparation of contracts;
    • management of an annual operating budget, including preparation, adjustment and monitoring its execution; including financial commitments and payments
    • follow-up, adjustment and verification of the execution of the authorised budget
    • knowledge of ABAC, ADB+, ARES, e-DAS, e-Del-HRM, e-EPC, ESDAP, IMMOGEST, MIPS, SYSPER and SYSLOG (either as a user or having completed relevant training modules).
    • experience in preparing high-level missions from HQ logistically, protocol-wise and security-wise;
    • experience in Delegation security management (support to the DSC and dealing with day-to-day security matters;
    • experience in managing large infrastructure projects will be an asset.
  • Successful experience in team management and/or equivalent professional experience
    • Proven experience and/or training in team management.
  • General skills and competencies
    Candidates should demonstrate:
    • a sense of initiative, very good organisational skills and a service minded attitude;
    • a capacity to assure quality, speed and accuracy in performing complex tasks in a multicultural environment;
    • a proven experience and/or training in oral and written communication;
    • computer literacy, and an ability to work with Windows applications
  • Working languages
    • Capacity to work in languages of CFSP (EN and FR). Excellent knowledge of English is required.
  • The following elements would constitute an advantage
    • Experience in external relations;
    • previous experience in EU institutions and/or EU Delegations, notably from the administrative section;
    • experience of working in a team in multi-disciplinary and multi-cultural environment.


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

Candidates must meet the minimum qualifications for engagement as contract agent FG III: 

  • (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) in exceptional circumstances and 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).
  • Be a national of one of the Member States of the European Union[i] and enjoy full rights as a citizen.

Recruitment policy

  • Applicants must be able to work in a different socio-cultural environment and to adapt quickly to evolving situations.
  • Candidates are deemed to be fully aware of the local living conditions, including information concerning the accommodation, before applying. Individual post reports are available from EEAS.BA.HR.3, Rights and Obligations
    ( )
  • Candidates should ensure that they are also fully aware of the provisions of Annex X of the SR. Annex X of the SR does not apply to Delegations located within the European Union (i.e. Paris, Rome, Strasbourg, Vienna).


Before submitting their application, candidates should carefully check whether they meet all the eligibility criteria. Failure to meet any of these eligibility requirements means an automatic exclusion from the selection procedure.

Applications (CV and motivation letters) are to be sent to

In your application, please mention your EPSO candidate number.

The closing date for the submission of applications is 09/10/2019 at 18.00 (CET). 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 preselected candidates 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 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.



Contract agent 3 a position (Function group III); initial contract for a period of 3 years.

Successful candidates must undergo a medical examination to ensure that they are physically fit to perform their duties. When selected candidates undergo their medical visit, they should indicate any serious health problems or requirements for specialised medical treatment for themselves and/or for the individuals who will accompany them. If staff members withhold such information they will not benefit from a reimbursement by the institution of certain costs, e.g. expenses relating to medical evacuation, or to a return to Headquarters in the case of early rotation.


Job available from: the day after the UK leaves the European Union, or as soon as possible thereafter

LCA (living conditions allowances):  0 %

[i] It is the policy of the EEAS not to appoint UK nationals or nationals of a Member State who also have UK nationality to the future Delegation to the UK


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