EEAS Vacancy Notice 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.

Within ISP (“Integrated approach for Security and Peace Directorate"), the ’’Integrated Approach: Methodology and Implementation” Division (ISP.1) is a Division of 20 staff. It is responsible for the effective coordination of the EU response throughout the conflict cycle by working with relevant geographic and thematic services, incl. outside the EEAS, in developing a shared EU strategy and integrated approach in dealing with crises. The division also has the lead in implementing the EU policy on Training for CSDP and is the service of contact with the European Security and Defence College.

ISP.1 is structured along two sectors:

• Sector 1 on Methodology provides methodological tools and practical support to EU actors in key areas such as SSR (Security Sector Reform), DDR (Disarmament, demobilisation and reintegration of ex-combatants), stabilization, human security and develops the necessary policy concepts. This sector also promotes knowledge management and organisational learning in the area of Conflict Prevention and Crisis Response (CPCR) by, for example, facilitating lessons processes, and disseminating best practices.
• Sector 2 on Implementation ensures coordination during the active phase of crises through the activation of the Crisis Response Mechanism, and is the leading service on training and exercises under CFSP, which includes the EEAS planning and conduct of PACE exercises and its coordination with NATO staff on behalf of the EU. This sector also coordinates the EEAS strategic guidance on financial crisis response instruments (i.e. Neighbourhood, Development and International Cooperation Instrument – NDICI), contributes to the Humanitarian, Development and Peace nexus and monitors the implementation of the resulting integrated plans of action.

We propose

The position of Secretary to the Head of Division and to Sector 1 (see above) – 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: Immediately

We look for

A dynamic, proactive and highly motivated colleague with good communication and organisational skills and with a developed sense of service and team spirit. The successful candidate will be part of a motivated team with a strong emphasis on collaboration and teamwork. He/she should have good computer skills with a sound knowledge of the standard IT applications used in the EU institutions such as MS Office, Ares, MIPS, Sysper, e-Brief, WebEx etc. as well as of administrative procedures.
The successful candidate will, under the authority of the Head of ISP.1 Division, provide overall administrative support to the Head of Division and Sector 1 colleagues and be entrusted with the following main tasks:

• Provide support to the Head of Division, including managing the agenda and phone calls, welcoming visitors, notetaking in the division meetings, support to administration of division’s human resources and other general administrative support;
• Ensure effective planning and management of the Division's mission and representation/meeting budgets, including preparing and maintaining follow-up tables;
• Manage, prepare, and make administrative arrangements for Head of Division/ Sector 1 colleagues’ missions (MIPS);
• Ensure that incoming messages, requests and documents are attributed and followed-up; including also document management and registration of outgoing correspondence in ARES; perform administrative quality checks on files for signature;
• Maintain contacts (telephone/correspondence) within EEAS, with various institutions and agencies of the EU, Member States, diplomatic missions and international organisations;
• Provide administrative and logistical support for organisation of internal and external meetings and events such as workshops;
• Process, create, keep up to date and retrieve dossiers, documents and data in the appropriate files or IT databases;
• Together and as a back-up to the assistant for Sector 2, provide support and organise crisis meetings in the framework of the EEAS Crisis Response Mechanism;
• Undertake other horizontal tasks for the management of the division depending on the profile of the candidate

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 proven experience in the secretarial field;
• have problem solving and organisational skills;
• have capacity to be able to work as member of team as well as with degree of autonomy;
• have ability to work flexibly and under time pressure;
• be service-minded with a sense of initiative;
• have good knowledge of ARES, MIPS, SYSPER, e-Brief, WebEx, and other internal IT-tools;
• have good knowledge of English and French.

Furthermore:

• experience of working in a team in multi-disciplinary and multi-cultural environment

would be a strong asset.

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 procedure2

Please send your CV and cover letter (with your EPSO CAST number) via email to ISP-1@eeas.europa.eu

Deadline for sending application: 30/11/2022 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.

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: (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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