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.
ISP.5 (European Peace Facility) is a new division within the Integrated Approach for Security and Peace Directorate (ISP). It is responsible for the the overall management of the European Peace Facility (EPF). In particular, the EPF aims at providing the EU with an off-budget fund for at least the duration of the next Multiannual Financial Framework (MFF) to finance all Common Foreign and Security Policy (CFSP) operational actions having military or defence implications, which the Council may decide. The Division is responsible for the planning/programming, identification and operational management of assistance measures as well as for the preparation and negotiation of relevant Council decisions. It also ensures political and operational reporting functions, including on EPF equipment planning and monitoring. The Division works closely with relevant EEAS departments, Commission and Council services.
We propose
The position of the Administrative Assistant – 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 a 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;
- document management: registration of incoming and outgoing correspondence, including in Ares;
- organize missions of staff using MIPS application;
- organize meetings and events;
- 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;
- 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/apply/job-offers_en?keyword=&contract=37&grade=Al…
- 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 knowledge and/or proven experience in the key areas of office management (use of e-tools as Ares, MIPS and Sysper, preparation of missions, assisting organisation of larger meetings and conferences, formatting of reports, policy papers, speeches);
- 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 interpersonal and communication skills enabling them to maintain professional and courteous relations with interlocutors;
- have a good working proficiency in English;
- assist and support the Head of Division to set up the Division, including the establishment of budgetary, document management and other administrative processes;
- assist with the management of recruitment to the new Division;
- manage of administrative processes to include the Division’s mission and representation/meeting budgets, including preparing and maintaining follow-up tables as tools for decision-making (forward planning, recording of expenditure, status reports);
- ensure that incoming messages, requests and documents are attributed and followed-up within the Division respecting the given timelines, including also document management and registration of outgoing correspondence in ARES;
- perform administrative quality checks on files for signature.
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 procedure2
Please send your CV and cover letter (with your EPSO CAST number) via email to
ISP-ADMINISTRATION@eeas.europa.eu
Deadline for sending application: 30/04/2021 at 18.00 (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.
Place of employment: EEAS Headquarters, Brussels, Belgium
Post available immediately
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=CE…
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-s…).