WE ARE

The European External Action Service (EEAS) supports the High Representative in the exercise of her mandate to conduct and implement an effective and coherent Union’s Common Foreign and Security Policy (CFSP), to represent the EU and to chair the Foreign Affairs Council.

It also supports the High Representative in her capacity as Vice-President of the Commission with regard to her 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 EU Member States, the General Secretariat of the Council, the services of the Commission and the Secretariat General of the European Parliament.

The South-East Europe/Western Balkans Division (EUROPE.2) is responsible for general EU policy and strategy aspects with the Western Balkan region, i.e. Albania, Bosnia and Herzegovina, Kosovo, Montenegro, Serbia and North Macedonia. The Division cooperates closely with the European Commission, in particular DG ENEST, in policy areas that fall under the Commission's responsibility. We also work with the Council Secretariat and the European Parliament. We are also in close contact with Member States as well as third countries active in the region and international organisations.

WE PROPOSE

The position of Assistant/Secretary in the South East Europe/Western Balkans Division, as well as the secretariat of the Western Balkans region Working Party, contract agent FGII as per article 3b of the Conditions of Employment of Other Servants of the European Union (hereafter, the “CEOS”)^[1].

PLACE and DATE OF EMPLOYMENT

‎EEAS Headquarters, Brussels, Belgium

Post available: 1 June 2025

LEGAL BASIS

The vacancy is to be filled in accordance with the conditions stipulated under the CEOS, in particular Article 82 thereof. In case of recruitment, the successful candidate will be offered a contract agent position (Function group II), on the basis of a contract with an initial duration of one year that may be successively renewed up to a maximum duration of six years[2], subject to the maximum duration of engagement by the EEAS allowed under successive limited duration contracts of different types[3].

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 able to handle a heavy workload in a dynamic team. The successful candidate should have good computer skills with a sound knowledge of the standard IT applications and administrative procedures.

In full cooperation with the Division’s other assistant, he/she will be entrusted with the following main tasks:

• Secretarial support: manage the calendar of the Head of Division and Deputy Head of Division and filter phone calls, daily monitoring of the Head of Division’s inbox, including ARES, and the Division functional mailbox, flag and forward notifications that require urgent attention; provide support for the preparation and conduct of meetings and high-level events, including briefing books, protocol and logistics/practical arrangements such as refreshments; logistical coordination/support for the division, including office supplies;
• Information and document management: administer the Division's task/deadline table; act as Document Management Coordinator, including ARES and COREUs; RESCOM Community Manager for the Division; handle and process for transmission EUCI documents and other sensitive information; ensure appropriate storage of EUCI and related devices; keep track of Division staff Personal Security Clearances;
• Human resources management support: track and follow up on personnel issues including requests for leave, telework and flexitime, and absences, on behalf of the Head of Division, including administering leave/mission planning table; act as Job Information System (JIS) Representative for the division which entails encoding/updating of job descriptions; induction of new secretaries;
• Administrative assistance: administer and follow up briefing requests via e-Briefs, inter-service consultations via DECIDE, and mission preparation via MIPS+ and NEO, providing the overall budgetary forecasts of missions and representation costs of the division; divisional correspondent for European Parliament Questions (attribution, deadlines);
• Back up the other Division Secretary, and provide occasional support to the office of EUROPE Managing Director/Deputy Managing Director and to other divisions as required.

Eligibility criteria[4]

Further to the conditions set out in Article 82 of the CEOS, candidates must:

• have passed a valid EPSO CAST in a valid function group for this post, or be registered in the EPSO Permanent CAST in a valid function group for this post (https://epso.europa.eu/en/job-opportunities/open-for-application). In the latter case, while the registration will make the candidate eligible for the selection procedure, the recruitment of a candidate on this vacant post will be subject to his/her successfully passing the CAST exam;
• 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 the languages of the CFSP and external relations (English and French) 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:

• be self-motivated with experience in the secretarial field
• be well-organised with the ability to deal with files in a timely manner
• be a responsible team player with good inter-personal and communication skills
• be able to handle a heavy workload as part of a dynamic team
• Have good computer skills with a sound knowledge of the standard IT applications (MS Office, Ares, MIPS, NEO etc.)

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.

CONDITIONS OF RECRUITMENT AND EMPLOYMENT

CONFLICT OF INTEREST AND SECURITY RISKS

As a matter of policy, applications by individuals who have dual nationality of which one of a non-EU country, will be considered on a case-by-case basis taking account in particular of the functions attributed to the vacant post. The EEAS also examines if there could be a conflict of interest or security risks.

In this context, candidates shall fill in with their application a declaration of potential conflict of interest (see attached).

MEDICAL CLEARANCE

The signature of the contract will be subject to prior favourable opinion of the Medical Service.

PERSONNEL SECURITY CLEARANCE (PSC)

This post is currently not identified as a post which requires Personnel Security Clearance (hereafter, the “PSC”) to access EU classified information (EUCI) in accordance with point 7 of Annex A I of the Decision ADMIN(2023) 18 on the security rules of the EEAS[5] and as implemented by Decision ADMIN(2019) 7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019 and its implementing decisions.

Nonetheless, candidates are informed that the list of posts requiring a PSC in the EEAS Headquarters is subject to regular review and that the current post might be identified in the future as a post which requires PSC.

If required after the taking of duty, the selected candidate will need to be in a position to obtain a valid PSC issued by the competent authority of their Member State in accordance with national laws and regulations.

In case of failure to obtain or renew the required PSC, the AACC may take the appropriate measures in accordance with Article 3(3) of the Decision ADMIN(2019) 7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019.

Description of the EU classified information levels is available under Article 2 of Annex A of the Decision ADMIN(2023) 18 on the security rules of the EEAS.

APPLICATION AND SELECTION PROCEDURE[6]

Please send your CV and cover letter (with your EPSO CAST number), in English or French, and the attached declaration of potential conflict of interest via email, with reference to the Vacancy Number in the Subject field, to:

[email protected]

Deadline for sending application: 14/03/2025 at 12.00 noon (CET).

Candidates shall draft their CV using the Europass CV, 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 selection panel may decide, subsequent to the interview, to organise written tests, either for all pre-selected candidates or to the best ranked ones. The content of such written tests will be defined by the selection panel and may include, but not be limited to, multiple choice questions, open questions and/or topics for a short essay.

Pre-selected candidates without a valid CAST shall be invited to sit the CAST exam before or after the interview stage (in accordance with the eligibility criteria set out above).

The panel will then recommend a shortlist of candidates for a final decision by the Authority Authorised to Conclude Contracts of Employment (hereafter, the “AACC”). The AACC may decide to interview the candidates on the final shortlist before taking this decision.

It is recalled that the selection procedure may be terminated at any stage in the interest of the service.

In the interest of the service, after identifying the candidate that best fits the requirements of the post as set out in the vacancy notice, the AACC may also establish a reserve list of candidates. These candidates shall be informed that the reserve list shall remain valid for a period of one year from when it is established and that it may be used to fill the same post or an equivalent post in the EEAS with the same job profile.

[1] Staff Regulations of Officials of the European Union (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS).

[2] Article 8 of the Commission Decision C(2017) 6760 of 16.10.2017 on the general provisions for implementing Article 79(2) of the Conditions of Employment of Other Servants of the European Union, governing the conditions of employment of contract staff employed by the Commission under the terms of Articles 3a and 3b thereof.

[3] Decision ADMIN(2023) 24 on the maximum duration of engagement by the European External Action Service of non-permanent staff under successive limited duration contracts of different types, and on the minimum lapse of time between successive contracts under Article 2(e) of the CEOS.

[4]     All the eligibility criteria must be met on the closing date for applications to this post.

[5]    OJ C 263, 26 July 2023, p.16. 

[6] 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: (https://www.eeas.europa.eu/eeas/eeas-privacy-statement-data-protection-notice-purpose-processing-personal-data-related-public_en) and on the EEAS Intranet:(https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-statements-dp-notices).