We are:
The European External Action Service (EEAS) supports the High Representative in the exercise of his mandate to conduct and implement an effective and coherent EU Common Foreign and Security Policy (CFSP), of representing the EU and of 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 the General Secretariat of the Council, the services of the Commission and the Secretariat General of the European Parliament.
The Digital Solutions Division (EEAS.RM.BS.3) contributes to EEAS business process effectiveness and efficiency by implementing Information Communication Technology (ICT) services, applications, tools, and infrastructure.
The Division comprises several sectors dealing with budget and administration, ICT infrastructure support, Data Center, Operations, Security, Network, Applications’ development and rollout, etc., both for EEAS Headquarters and EU Delegation network around the world. It counts 54 statutory posts in HQ, around 35 Contractual Agents acting as Regional IT Officers, and subcontracts part of its activities to external contractors (WAN management, Helpdesk & PC Support, IS experts, etc.), amongst that more than 150 external experts.
We propose:
A position of Secretary to the IT Division dealing with general administrative tasks – 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 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 to the Division and responding to general inquiries;
- verify and register financial files in Ares (commitments, payments)
- manage the functional mailbox
- carry out various administrative tasks such as, filtering telephone calls, filing and ordering supplies, dealing with correspondence;
- deal with SYSPER requests for holidays, timesheets, telework etc.
- document management: registration of incoming and outgoing correspondence and contracts in Ares;
- Support the planning and organisation of missions of staff;
- organize meetings and events, registering and escorting external visitors according to security rules in place;
- co-ordinate the creation, keeping up to date and retrieval of documents and data in the appropriate files or IT databases;
- share relevant administrative information with colleagues and assist in the updating of IT pages of the intranet (who is who and general intranet drafter for IT page).
- assist newcomers for administrative tasks
- assist with the organisation of recruitment procedure
- keep updated tables, organigrams and other relevant internal documents as tools for decision-making
- assist with other ad-hoc tasks required by the management.
- act as back-up for the Assistant to the Head of Division
Eligibility criteria:
Candidates for this contract agent II post should:
- (i) have passed a valid EPSO CAST in FG II or
- (ii) be registered in the EPSO Permanent CAST in FG II 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:
- Proven experience in the secretarial field. Experience in the field of external relations will be an asset;
- Sound computer skills (MS Office) and good knowledge of standard administrative procedures. Knowledge of IT tools used in EU institutions (ARES, MIPS, Sysper2, Decide, RUE) will be an asset;
- very good knowledge of oral and written English and/or French;
- ability to perform multiple tasks and adjust to changing priorities and respect deadlines;
- have problem solving and organisational skills;
- have capacity to be able to work as a member of a team as well as with a degree of autonomy;
- be service-minded with a sense of initiative;
- have an eye for detail;
- have a strong service attitude and very good communication skills;
- be a flexible team player;
- previous experience in EU institutions and/or EU Delegations would be an asset.
Specific conditions of employment:
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 procedure1
Please send your CV and cover letter (with your EPSO CAST number) via email to
Deadline for sending application: 04/03/2022 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: as of 1st March 2022
Contact point: Herman Brand, Head of Division
Herman.Brand@eeas.europa.eu, Tel.: +32 2584-5034
1 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…).