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 Civilian Planning and Conduct Capability (CPCC) is part of the EEAS and mandated to plan and conduct civilian Common Security and Defence Policy (CSDP) missions under the political control and strategic direction of the Political and Security Committee. The Director of the CPCC in his function as Civilian Operations Commander exercises command and control at the strategic level of all civilian CSDP missions. The Missions Personnel Division of the CPCC is responsible for Human Resources, providing guidance, covering recruitment and horizontal HR policy and support to the civilian CSDP Missions on behalf of the Civilian Operation Commander. The Division is comprised of two sections: SEC.1 Missions Staffing Policy and SEC.2 Missions Personnel Selection.
We propose
The position of Secretary at the Missions Personnel Division (CPCC.3), Civilian Planning and Conduct Capability (CPCC) – 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, proactive and highly motivated colleague with excellent communication, coordination and organisational skills and with a developed sense of service. The successful candidate should have good computer skills with a sound knowledge of the standard IT applications such as MS Office, Ares, Sysper2, MIPS, E-brief, etc. as well as of administrative procedures. He/she will be entrusted with the following main tasks:
- Provide secretarial support to the Head of Division (HoD), the Deputy Head of Division (DHoD) and other members of the Division;
- Carry out various administrative tasks such as diary-keeping, filtering telephone calls, filing and ordering supplies, dealing with correspondence;
- Ensure that incoming messages and documents are attributed and followed-up within the Division respecting the given timelines, including also document management and registration of incoming and outgoing correspondence in ARES;
- Serve as the Division’s Document Management Correspondent;
- Follow-up of notes, reports and staff matters;
- Co-ordinate permanence, leave and absence records;
- Co-ordinate the preparation of meetings, workshops, seminars and other events;
- Co-ordinate the create, as well as update and retrieve, documents and data in the appropriate files or IT databases;
- Ensure the preparation of briefing files, speeches, etc.
- Organize missions of staff using MIPS application;
- Follow-up representation and mission budgets;
- Assist with recruitment and other personnel-related procedures;
- Assist with other ad-hoc tasks required by the management.
The position involves regular contacts with civilian CSDP Missions, EU Member States Permanent Representations, Council and Commission services.
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:
- Proven experience in the administrative field;
- Good understanding of the administrative rules and procedures of the European Institutions;
- Experience in the field of external relations will be an asset;
- Be flexible, well organised with the ability to deal with an important volume of various files and tasks 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, E-Brief, RUE);
- Ability to perform multiple tasks and adjust to changing priorities and to meet deadlines;
- Very good knowledge of oral and written English and French.
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
cpcc.administration@eeas.europa.eu
Deadline for sending application: 28/06/2021 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.
CONTACT:
Mr Gianmatteo ARENA Acting Head of Division
Tel: +32 (0)460 84 32 11
Email: gianmatteo.arena@eeas.europa.eu
Place of employment: EEAS Headquarters, Brussels, Belgium
Post available: 01/07/2021
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…).