EEAS – EEAS Vacancy Notice – Contract Agent FGIII: HRM Assistant – Sysper helpdesk and Job Information System (JIS) Coordinator – EEAS Headquarters job n° 391131

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 Division “RM.HR.1 – Human Resources Policy” is responsible for supporting the organisation in the management of its human resources in an effective and sustainable manner, for continuously improving the structure of the organisation at headquarters and in the network of Delegations. The objective of the EEAS Human Resources Policy Division is also to review and improve the procedures, working methods and culture, with a view to enhancing consistency and transparency and ensuring that the required means are in place to support the Service and its staff.
In particular, and amongst other things, we:

  • Develop the EEAS human resource policy framework with regards to both the dimensions relating to the working environment and culture and the management of resources;
  • Monitor and manage the allocation of posts, as well the organisation charts of HQ and Delegations, through cooperation with the relevant HR as well as geographical departments;
  • Monitor the HR situation regularly and reflect this in our monthly statistics on staff and posts and in the yearly Human Resources Report, which provides a detailed yearly overview of the EEAS human resource development;
  • Coordinate task forces related to the opening or closure of Delegations.

We propose

The position of HRM Assistant – SYSPER helpdesk and Job Information System (JIS) Coordinator – contract agent FGIII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS). SYSPER helpdesk and Job Information System (JIS) Coordinator
We look for
We are seeking a proactive and highly motivated colleague with good organisational skills and with a developed sense of service. He/she will be entrusted with the following main responsibilities:
1. As SYSPER Helpdesk coordinator, He/She will:
a. Support the division RM.HR.1 in its role to organise and develop HR policies by offering a service of good quality. The main purpose of the SYSPER helpdesk is twofold: ensure a consistent and harmonised use of SYSPER by clarifying its functionalities and constraints and guarantee a good level of data quality.
b. Advise on the planned switch (pilot phase in 2022) from SYSPER to new HR IT support systems in the future.
2. As JIS coordinator He/She will support the management of JIS (Job Information System: job descriptions and libraries) by conducting analysis, reports, statistics and by providing assistance to JIS Representatives. He/She will also advise on changes/improvement of the system, as appropriate.

Functions and duties

1. Provide SYSPER first level support to EEAS end-users in the HQ and in the Delegations by answering questions or resolving SYSPER issue on local level.
2. Ensure the follow up of reported issues via the SYSPER functional mailbox and conduct analysis to determine the nature of the issue and provide technical assistance in remedial actions by email, phone or on site.
3. Coach end-users to understand and use SYSPER in view to achieve the best result.
4. Manage and evaluate SYSPER access rights and delegations by handling and reviewing the requests both from EEAS and EC by coordinating the creation of -TECH jobs with DIGIT and assigning users to specific roles and grant them the needed access.
5. Analyse change requests submitted by HR business owners. Perform business, functional and technical testing of the implemented change requests.
6. Co-ordinate the introduction of the new HRT support systems into the EEAS environment

1. Advise and assist JIS users in preparation, encoding and updating job descriptions.
2. Implement HR Decisions on reorganisations and management assignments into the EEAS organisation chart and update the graphic representation of the HQ organisation chart.
3. Act as a contact point for OP with regards to coordinating the org chart data feed into EU Who is Who, Publications office’s online directory
4. Ensure continuous second level assistance (helpdesk) to the JIS users by email and phone.
5. Manage JIS Workflow and JIS functional mailbox management.
6. Inform JIS users of changes, news and procedures for the application by email and training sessions.

1. Act as SYSPER contact point for the EEAS HR Divisions and Commission DG HR Inter-Institutional
2. Support the EEAS representative in the SYSPER Inter-Institutional Governance Board and all other related meetings and draw up EEAS input.
3. Coordinate and follow-up EEAS SYSPER priorities and activities on SYSPER modules and support the change management process.
4. Represent EEAS in HR management networks for issues related to the JIS and play an active role in inter-services consultations on issues related to job descriptions and JIS in general.
5. Liaise with HR Reporting for the WhoisWho teams to ensure that they are using reliable SYSPER data.

1. Ensure a regular publication of the EEAS Org Chart in the website.
2. Design different types of documentation on JIS (libraries, guidelines) using different type of media.

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 III); renewable contract for a maximum duration of 6 years (with a valid CAST exam).

Eligibility criteria

Candidates for this contract agent III post should:

  • (i) have passed a valid EPSO CAST in FG III;
    (ii) be registered in the EPSO Permanent CAST in FG III…
  • 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 of external relations, internal policies and functioning of the Union;
– have good communication skills and the ability to establish and maintain a network of contacts both within and outside the EEAS;
– have a good IT (Information Technology) knowledge
– have a strong knowledge of Sysper and good use of Microsoft Visio
– have the ability to communicate clearly on complex issues and the capacity to perform with accuracy and in a flexible manner a diversity of tasks in a complex institutional environment;
– have strong service attitude;
– be fluent in English and in French (both orally and in writing);
– have geographical knowledge and/or experience of the Neighbourhood;
– be a flexible team player.


– 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 strong 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 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: 01/04/2022 at 12.00 (CET).
Candidates shall draft their CV following the European CV form which can be found at the following internet address:
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 Empowered 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


1Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, see…
2Your 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: ( and on the EEAS Intranet:

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