Contract Agent FGII – Job title : Secretary to the Director of Security and Defense Policy

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 Directorate is responsible for coordinating and managing the EEAS overall contribution to addressing external security threats and supporting efforts to implement the EU Global Strategy. SECDEFPOL focuses on the area of security and defence in particular as regards the development of policies and tools to fulfil the EU level of ambition and the further development of the EU’s Common Security and Defence Policy in external relations.

The Directorate consists of five divisions dealing with: Security and Defence Policy, Partnerships and Task Force NATO, Counter-Terrorism, Disarmament, Non-Proliferation and Arms Export Control and Space.

We propose

A position as Secretary to the Director of Security and Defense Policy – contract agent FGII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).

Place of employment: EEAS Headquarters, Brussels, Belgium

Post available: 1/11/2022

We look for

A dynamic, proactive and highly motivated colleague with very good communication and organisational skills and with a developed sense of service.

He/she will be entrusted with the following main tasks:

• Provide efficient secretarial support to the Director and his/her Political Assistant;
• Maintain and update the Director's agenda, set meetings and send invitations;
• Meet and accompany external visitors in accordance with security regulations;
• Carry out various administrative tasks such as filtering telephone calls, filing and ordering supplies, drafting correspondence;
• Document management: registration of incoming and outgoing correspondence in ARES, including attribution of the documents to the respective colleague(s) and share good practices as well as coordinate horizontally the application of internal procedures;
• Organise missions of the Director and his/her Political Assistant: logistical arrangements, encoding of missions in MIPS, prepare the briefing file;
• Co-ordinate and check the quality of administrative work horizontally;
• Co-ordinate the creation of as well as keep up to date and retrieve documents and data in the appropriate files or IT databases;
• Ensure the preparation of the background documents, briefing files, speeches, presentations, etc.;
• Organise meetings, video conferences, or other events;
• Follow-up representation and mission budgets;
• Assist with recruitment procedures.

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/job-opportunities/open-for-application)
• 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:

• Proven experience in the secretarial field. Experience in the field of external relations will be an asset;
• Flexible, well organised with the ability to deal with a variety of files in a timely manner;
• Sound computer skills (MS Office) and good knowledge of standard, workflow based IT applications and administrative procedures. Knowledge of IT tools used in the EU institutions (ARES, MIPS, Sysper2, EBrief, Decide, RUE,…) would be an asset;
• Ability to perform multiple tasks and adjust to changing priorities and to meet deadlines;
• Very good knowledge of oral and written English and a good knowledge of French is an asset.

Furthermore:

• experience of working in a team in multi-disciplinary and multi-cultural environment;
• experience in working with or within other EU institutions 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 will 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 CONTRACTAGENTS-HQ@eeas.europa.eu 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 SECDEFPOL@eeas.europa.eu

Deadline for sending application: 30/09/2022 at 12.00 (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 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.

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

CONTACT:
Ms Anna Reece
Tel: 02 584 4855
Email: anna.reece@eeas.europa.eu

1. Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, seehttps://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: (https://www.eeas.europa.eu/eeas/eeas-privacy-statement-data-protection-notice-purpose-processing-personal-data-related-public_en) and on the EEAS Intranet:(https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-statements-dp-notices)

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