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 function of Special Envoy for Space (SES) was set up in 2015 to support EEAS activities regarding Space in their operational, diplomatic and policy dimensions. The Special Envoy for Space heads Division SECDEFPOL.5, with a dual operational-policy responsibility. On the one hand, the SES and her team assist the HRVP and the SG in protecting the security and interests of the EU and its Member States in case of a threat to or through the Galileo satellite system and they ensure the operational direction of the EU Satellite Centre (SatCen). On the other hand, the SES and her team provide expert advice on the security aspects of the EU space policy, develop and coordinate EU positions regarding space safety, security and sustainability in multilateral fora (mainly the UN), and cover international dialogues and negotiations related to the security aspects of space. The Special Envoy for Space chairs the SatCen Board, and her team ensures its secretariat.
We propose
A challenging position of Secretary – Contract agent FGII (as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS)), in a small friendly team working on an interesting policy area in full expansion.
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 the 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:
- To maintain the diary of the SES, answer and filter phone calls;
- To organise the missions of the SES and Division using MIPS;
- To organise meetings and video conferences involving the Division members, including by organising access for visitors to the building and welcoming/escorting visitors;
- To manage the Division’s functional mailbox and support the Division members using the main corporate administrative tools (Sysper, Ares, EEAS Register, Decide, MIPS).
- To manage information and procedures regarding duty and permanence, leave and absence records, teleworking, representation costs and similar administrative tasks, including monitoring the use of the budget;
- To ensure a proper implementation of procedures regarding document management, as the Document Management correspondent in the division;
- To manage office supplies and equipment, including IT;
- To liaise with the assistants of other Divisions in the Directorate MD.CSDPCR and SecDefPol Director and Divisions;
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 secretarial field, sound computer skills (MS Office), good knowledge of standard administrative procedures (ideally within the EEAS) and workflow-based IT applications (ARES, MIPS, Sysper, e-Brief, EU-Learn, Decide, EEAS Register, Together, BooleBox);
- Good organizational skills, attention to detail, a sense of initiative and responsibility;
- A team player with good inter-personal and communication skills;
- Ability to perform multiple tasks and adjust to changing priorities while respecting deadlines;
- A good working knowledge of English is necessary. Knowledge of French would be an asset.
- Experience in working with or within other EU institutions;
- A valid security clearance at the level of EU SECRET would be considered 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 will be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level (EU SECRET), 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
Deadline for sending application: 28/02/2022 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: 16/03/2022
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…).