European Union External Action

EEAS Vacancy Notice: Contract Agent FGII - Administrative Assistant to SECDEFPOL.3 Division – EEAS Counter-Terrorism

15/07/2020 - 11:56
Contract agents

Deadline for sending application: 11/09/2020 at 12.00 (CET). Please send your CV and cover letter (with your EPSO CAST number) via email to

EEAS Headquarters job n° 302929

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.

SECDEFPOL.3 - Counter-Terrorism Division is responsible for the coordination of counter-terrorism (CT) and counter violent extremism (CVE) cooperation with third countries and international organisations and for developing and promoting effective CT and CVE external action policies.

It conducts CT political dialogues on behalf of the EU with third countries and international organisations and represents the EU in international and global CT fora.

It further ensures close coordination on all these activities with the EU CT Coordinator, the Commission and Member States, including ensuring input to COTER and the Working Party on Terrorism (TWP), and coordinates the CT/Security experts’ network deployed in some EU Delegations, as part of the EU’s cooperation with the host third countries.

We propose

Within the SECDEFPOL Directorate, the position of administrative assistant to the SECDEFPOL.3 Division - 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, proactive and highly motivated colleague with very good communication and organizational skills, able to respond flexibly to a variety of administrative tasks and with a developed sense of service. The successful candidate should have proven computer skills and a sound knowledge of the standard IT applications (MS office, Excel, Ares, e-Brief, MIPS, Sysper, Decide, etc.) and EEAS administrative procedures. He/she will be entrusted with the following main tasks

  • Provide efficient administrative support to the Division. This includes supporting the organization of meetings (e.g. CT experts network seminar, High-Level EU-UN Political Dialogues, Division meetings), prepare minutes of internal meetings, monitor the functional mailbox dispatching the information to the relevant colleagues, coordinating briefings files or inter-service consultations and ensuring that deadlines are met;
  • Co-ordinate administrative documents and help in retrieving EUCI single documents and sets of documents related to counter-terrorism;
  • Ensure the implementation of the procedures concerning document management, including in Ares;
  • Collect and regularly update the information relating to the Division's activities in order to contribute to administrate and feed the intranet of the Division;
  • ensure effective communication and cooperation both within the Division and with other EEAS services;
  • carry out various administrative tasks such as diary-keeping, filtering telephone calls, filing and ordering supplies, dealing with correspondence;
  • organize missions of staff using MIPS application monitoring of financial execution/budget implementation of the Division.

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.

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
  • 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:

  • Proven experience in the administrative field in EU institutions or government organisations or international organisations;
  • sound computer skills;
  • very good knowledge of oral and written either French or English and a good working knowledge of the other is essential;
  • very good sense of initiative and organisation skills with the ability to deal with EU Classified Information and sensitive files in a timely manner;
  • a "client oriented" view of the post and flexible attitude;
  • ability to perform multiple tasks whilst setting priorities and respecting deadlines;
  • very good analytical skills and ability to draft documents in line with procedures in force;
  • ability to work under pressure.


  • experience of working in a team in multi-disciplinary and multi-cultural environment;
  • experience in working with or within other EU institutions;
  • holding a valid security clearance.

would be considered as assets.

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 External Action Service applies an equal opportunities policy.

Application and selection procedure2

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

Deadline for sending application: 11/09/2020 at 12.00 (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.

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.

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available

Interviews will be scheduled in the autumn 2020.


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: