Contract Agent FGII – Job title : Secretary to the Division
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 Division EURCA.1 "Regional Eastern Partnership, Regional Cooperation and OSCE” is responsible for the advising top management on policies towards the Eastern neighbours, other regional initiatives in this geographic areas as well as the OSCE and help implement these policies.
In particular, the Division takes the lead for the EU’s role in the Eastern Partnership and the conceptual development of the Eastern Partnership. It coordinates EEAS activities in the OSCE in close cooperation with the EU Delegation in Vienna. The Division represents the EU in other regional initiatives, such as Northern Dimension, Black See Economic Cooperation and the Barents Sea Cooperation. Furthermore, the Division is focal point in EURCA for thematic issues and coordinates the Department’s input into these policy areas.
We propose
The position of the 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, flexible and proactive colleague with good communication and organizational skills with a developed sense of service. The secretary should be able to quickly adapt to new working environment and be a good team-player. The successful candidate should have good computer skills with a sound knowledge of the standard IT applications and administrative procedures. He/she will be entrusted with the following main tasks:
- provide efficient secretarial support;
- carry out various administrative tasks such as diary-keeping, filtering telephone calls, filing and ordering supplies, dealing with correspondence; set meetings and send invitations;
- document management: registration of incoming and outgoing correspondence, including in Ares; attribution of the documents to the respective colleagues and share good practices;
- coordinate horizontally the application of internal procedures; coordinate and check the quality of administrative work horizontally;
- organize missions of staff using MIPS application;
- organize meetings and events;
- meet and accompany external visitors in accordance with security regulations;
- co-ordinate the creation, keeping up to date and retrieval of documents and data in the appropriate files or IT databases;
- ensure the preparation of briefing files, speeches, etc;
- follow-up representation and mission budgets;
- co-ordinate and authorize translation requests.
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:
Candidates should have:
- Ability to work in a team
- Coordination and networking skills
- Experience with the IT tools used in the EEAS
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 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 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 procedure 2
Please send your CV and cover letter (with your EPSO CAST number) via email toEURCA-1@eeas.europa.eu
Deadline for sending application: 17/10/2022 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.
Place of employment: EEAS Headquarters, Brussels, Belgium
Post available: 01/11/2022
