Deadline for sending application: 03/10/2025 at 12.00 noon (CET).
WE ARE
The European External Action Service (EEAS) supports the High Representative in the exercise of her mandate to conduct and implement an effective and coherent Union’s Common Foreign and Security Policy (CFSP), to represent the EU and to chair the Foreign Affairs Council.It also supports the High Representative in her capacity as Vice-President of the Commission with regard to her 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 the EU Member States, the General Secretariat of the Council, the services of the Commission and the Secretariat General of the European Parliament.The Civilian Operations Headquarters (CivOpsHQ) is the permanent structure supporting the Civilian Operations Commander. The Civilian Operations Commander is the overall commander at the strategic level of currently 14 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 Security Policy and through her 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 operations, as well as the proper implementation of all mission-related tasks as well as the discharge of the duty of care.
WE PROPOSE
The position of Administrative Agent contract agent FGII as per article 3b of the Conditions of Employment of Other servants of the EU (hereafter, the “CEOS”)[1].
PLACE and DATE OF EMPLOYMENT
EEAS Headquarters, Brussels, Belgium
Post available:
immediately
LEGAL BASIS
The vacancy is to be filled in accordance with the conditions stipulated under the CEOS, in particular Article 82 thereof. In case of recruitment, the successful candidate will be offered a contract agent position (Function group II), on the basis of a contract with an initial duration of one year that may be successively renewed up to a maximum duration of six years[2], subject to the maximum duration of engagement by the EEAS allowed under successive limited duration contracts of different types[3].
WE LOOK FOR
Skills
We are seeking a dynamic, proactive and highly motivated colleague with very good communication and organisational skills. Under the authority of the Head of Division, via the Head of Sector, he/she will be entrusted with the following main 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 layout/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;
- Support the other assistants from other sector, including the assistant of the Head of Division, if need be.
Eligibility criteria
[4]
Further to the conditions set out in Article 82 of the CEOS, candidates must:
- have passed a valid EPSO CAST in a valid function group for this post, or be registered in the EPSO Permanent CAST in a valid function group for this post (https://epso.europa.eu/en/job-opportunities/open-for-application). In the latter case, while the registration will make the candidate eligible for the selection procedure, the recruitment of a candidate on this vacant post will be subject to his/her successfully passing the CAST exam;
- 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 the languages of the CFSP and external relations (English and French) necessary for the performance of their duties;
- 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
- sound computer skills (MS Office) and good knowledge of standard (EU) administrative procedures;
- ability to perform multiple tasks and adjust to changing priorities and respect deadlines;
- very good knowledge of oral and written English and/or French;
Moreover,
- knowledge of IT tools used in the EU institutions (ARES, MIPS, Sysper2);
- previous experience in EU institutions and/or EU Delegations
would be assets.
CONDITIONS OF RECRUITMENT AND EMPLOYMENT
CONFLICT OF INTEREST AND SECURITY RISKSAs a matter of policy, applications by individuals who have
dual nationality
of which one of a non-EU country, will be considered on a case-by-case basis taking account in particular of the functions attributed to the vacant post. The EEAS also examines if there could be a conflict of interest or security risks.In this context, candidates shall fill in with their application a
declaration of potential conflict of interest
(see attached).MEDICAL CLEARANCEThe signature of the contract will be subject to prior favourable opinion of the Medical Service.PERSONNEL SECURITY CLEARANCE (PSC)The requested level of security clearance for this post is: SECRET UE/EU SECRET. A description of the EU classified information levels is available under Article 2 of Annex A of the Decision ADMIN(2023) 18 on the security rules of the EEAS .The selected candidate should hold, or be in the position to obtain, a valid Personnel Security Clearance (hereafter, the “PSC”) issued by the competent authority of the Member State concerned.Candidates who do not already have a valid PSC will be required to go through the security clearance vetting procedure of their Member State to obtain this clearance in accordance with national laws and regulations and with the procedure laid down in the Decision ADMIN(2019)7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019 and in Annex A I of the Decision ADMIN(2023) 18 on the security rules of the EEAS. Until the PSC is issued by the competent authority of the Member State concerned, the selected candidate will not be authorised to access EUCI at the level of CONFIDENTIEL UE/EU CONFIDENTIAL or above, or to participate in any meetings or workflow where EUCI is processed.Please note that the necessary procedure for obtaining a PSC can be initiated on request of the employer only, and not by the individual candidate.In case of failure to obtain or renew the required PSC, the AACC may take the appropriate measures in accordance with Article 3(3) of the Decision ADMIN(2019) 7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019.
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 1(d)(4) of the Staff Regulations.
APPLICATION AND SELECTION PROCEDURE
[5]Please send your CV and cover letter (with your EPSO CAST number), in English or French, and the attached declaration of potential conflict of interest via email, with reference to the Vacancy Number in the Subject field, to: CIVOPSHQ-ADMINISTRATION@eeas.europa.eu
Deadline for sending application:
03/10/2025
at 12.00 noon (CET)
.Candidates shall draft their CV using the Europass CV, 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 selection panel may decide, subsequent to the interview, to organise written tests, either for all pre-selected candidates or to the best ranked ones. The content of such written tests will be defined by the selection panel and may include, but not be limited to, multiple choice questions, open questions and/or topics for a short essay.Pre-selected candidates without a valid CAST shall be invited to sit the CAST exam before or after the interview stage (in accordance with the eligibility criteria set out above).The panel will then recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment (hereafter, the “AACC”). The AACC may decide to interview the candidates on the final shortlist before taking this decision.It is recalled that the selection procedure may be terminated at any stage in the interest of the service.In the interest of the service, after identifying the candidate that best fits the requirements of the post as set out in the vacancy notice, the AACC may also establish a reserve list of candidates. These candidates shall be informed that the reserve list shall remain valid for a period of one year from when it is established and that it may be used to fill the same post or an equivalent post in the EEAS with the same job profile.
Contact
Vincent Ringenberg, acting Head of Division Civilian Operations Headquarters Operations Division (CivOpsHQ.2)Tel: +32 – 2584 3257 Email: vincent.ringenberg@eeas.europa.eu[1] Staff Regulations of Officials of the European Union (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS).[2] Article 8 of the Commission Decision C(2017) 6760 of 16.10.2017 on the general provisions for implementing Article 79(2) of the Conditions of Employment of Other Servants of the European Union, governing the conditions of employment of contract staff employed by the Commission under the terms of Articles 3a and 3b thereof.[3] Decision ADMIN(2023) 24 on the maximum duration of engagement by the European External Action Service of non-permanent staff under successive limited duration contracts of different types, and on the minimum lapse of time between successive contracts under Article 2(e) of the CEOS.[4] All the eligibility criteria must be met on the closing date for applications to this post.[5] 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).
