WE ARE:
The European External Action Service (EEAS), which supports the work of the High Representative in defining and implementing an effective and coherent foreign policy of the European Union. 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 of Vice President of the Commission for 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 Managing Directorate EUROPE encompasses four divisions covering relations with Western Europe, Western Balkans, Turkey and the United Kingdom. The MD/DMD office is composed of one political assistant, one assistant to the MD, one assistant to the DMD and one Administrative assistant.
WE PROPOSE:
A position as Secretary to the Managing Director for Western Europe, Western Balkans, Turkey and United Kingdom – contract agent FGII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS).
WE LOOK FOR:
The Secretary/Assistant will be required to provide general administrative and secretarial support as well as document management services to the Managing Director.
A dynamic, proactive and highly motivated colleague with excellent communication, coordination and organisational skills, with a strong team player attitude and developed sense of confidentiality in a Directorate of around 50 staff members. 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 as well as of administrative procedures. The central position of Personal Secretary/Assistant implies coordination with the other assistants, as well as back up when necessary.
He/she will be entrusted with the following main tasks:
1) Support to the MD
- Provide efficient secretarial and logistical support to the Managing Director
- Manage the Managing Director’s diary, filter telephone calls, manage the filing system, deal with correspondence;
- Document management: ensure clearance and process of incoming/outgoing correspondence in Ares;
- Organize missions for the Managing Director and Political Assistant using MIPS application;
- Organize meetings and events with all logistical aspects;
- Keep up to date the MD filing system, file documents and data in the appropriate files or IT databases;
- Ensure the preparation of briefing files, speeches, background documents;
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.
- 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 as secretary/assistant to senior managers;
- Good knowledge of administrative rules and procedures;
- Knowledge of filing methods and document management systems;
- Sound computer skills (word processing, spreadsheets, internet and e-mail).
- Capacity to assure quality, speed and accuracy in performing a diversity of tasks in a complex and multicultural environment without constant supervision;
- Ability to work under pressure and to respond quickly to new demands;
- Ability to communicate information clearly and effectively and to focus on priorities;
- Capacity to be able to work as part of a team as well as with a degree of autonomy;
- Sense of initiative, responsibility, discretion, organisation and innovation;
- Ability to deal with confidential matters;
Furthermore
- Experience in external relations
- Experience in handling secure communications and classified information;
- knowledge of IT tools used in EU institutions (ARES, MIPS, Sysper2, RUE, E-Visitors, E-Room, EU LEARN, E-BRIEF);
- experience of working in multi-disciplinary and multi-cultural environment;
- experience in working with or within other EU institutions
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 to
Deadline for sending application: 10/01/2022 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.
Place of employment: EEAS Headquarters, Brussels, Belgium
Post available as of 01/02/2022
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…).