Contract Agent FGII – Job title: Administrative Agent Civilian Planning and Conduct Capability (

WE ARE

The European External Action Service ( 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 capac ity 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 State s, the Council and relevant services of the European Commission.

The Civilian Planning and Conduct Capability ( is the permanent EEAS structure supporting the Civilian Operations Commander. The Civilian Operations Commander is the overall commander at the strategic level of currently 11 civilian CSDP crisis management missions and provides strategic guidance and direction to the Heads of Mission. The Civilian Operations Commander reports directly to the High Representative for Foreign Affairs and Sec urity Policy and through him to the Council of the EU. Under the political control and strategic direction of the Political and Security Committee and the overall authority of the High Representative, the Civilian Operations Commander ensures the effective planning and conduct of civilian CSDP crisis management missions, as well as the proper implementation of all mission related tasks.

WE PROPOSE:

The position of Administrative Agent secretary in the Conduct of Operations Division, CPCC. 1 as per art icle 3b of the Conditions of Employment of Other servants of the European Union (CEOS).

WE LOOK FOR:

A highly motivated colleague who will be entrusted with the following tasks:

• Organise meetings and video conferences involving civilian CSDP Missions, Member States and relevant EU services;
• Draft minutes of meetings, including regular division/sector meetings;
• Manage information and procedures on missions, holidays, leave and absence records and similar personnel administration formalities;
• Assist the line manager in preparing, encoding and updating job descriptions (Sysper);
• Assist Mission performers in the preparation of Mission Orders and Declaration of Expenses;
• Maintain the diary, answer the telephone, filter calls and take messages, respond to general inquiries and manage functional email boxes and calendar;
• Assist in the preparation and follow-up of files and documents, including quality check;
• Ensure the implementation of the procedures concerning the management of documents and share the good practice and coordination of internal procedures as Document Management Officer's correspondent of the Sector/Division;
• Receive and route incoming correspondence, finalise and transmit outgoing correspondence, preparing /copying documents (including lay-out/formatting) for transmission;
• Create files and retrieving documents making sure that they are filed in the relevant EEAS document management tools (ARES/MARS) and secured in accordance with the regulations in force;
• Manage office supply and equipment;
• Facilitate internal communication within the CPCC as well as with external partners;
• Carry out the necessary arrangements for visitors to the KO building and assist in welcome and inform outside visitors in accordance with security regulations;
• Ensure that classified information is managed in accordance with the EEAS Security Regulation, including the use of tools and software for secure communication.

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 Or
• ii) be registered in the EPSO Permanent CAST in a valid FG for this post https://epso.europa.eu/en
• 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 at least three years;
• 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.

SELECTION CRITERIA:

• Sound computer skills (MS Office) and good knowledge of standard (EU) administrative procedures;
• Knowledge of IT tools used in the EU institutions (ARES, MIPS, Sysper2) will be an asset;
• Ability to perform multiple tasks and adjust to changing priorities and respect deadlines;
• Very good knowledge of oral and written English and/or French;
• Previous experience in EU institutions and/or EU Delegations would be an asset.

SPECIFIC CONDITIONS OF EMPLOYMENT

The signature of the contr act will be subject to prior favorable opinion of the Medical Service. 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 relev ant 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 application s 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 CONTRACTAGENTSHQ@eeas.europa.eu in order to accommodate any special needs and provide assistance to ensure the possibility to pass the selection procedu re 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 CAST number) via email to: cpcc.administration@eeas.europa.eu

Deadline for sending application: 09 September 2022 at 1 2 .00 (CET)

Candidates shall draft their CV following the European CV form which can be found at the following internet address: http://europass.cedefop.europa.eu/en/documents/curriculum vitae.

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 s hortlisted 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 b y the Authority Empowered to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.

It is re called, that if the interest of the service so requires, the selection procedures can be terminated at any stage in the interest of the service.

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available: 01 October 2022

1 Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, see https://eur-lex.europa.eu/legal-content/EN/TXT/?qid=1570023902133&uri=CELEX:01962R0031-20190101

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: (http://eeas.europa.eu/data_protection/rights/index_en.htm) and on the EEAS Intranet: (https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-statements).

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