WE ARE

The European External Action Service (EEAS) supports the High Representative in the exercise of his/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 his/her capacity as Vice-President of the Commission with regard to his/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.

In the Directorate General for Resource Management (DG.RM), the core task of the BHR.3 division is managing the selection and recruitment processes for the different staff categories in the EEAS. It supports the EEAS and its staff by selecting and recruiting the most suitable candidates for each post and identifying the best-fitting posts for staff members. It serves colleagues and EEAS entities with their needs related to staff selection, recruitment, mobility, rotation, as well as with duration, interruption and end of service. RM.BHR.3.SEC2 is the sector in charge of the management of AD staff and Seconded National Experts, both at headquarters and in delegations.

WE PROPOSE

The position of the Human Resources Management Assistant - contract agent FGIII - 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: immediately

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 III), on the basis of a contract with an initial duration of one year that may be successively renewed for 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

We are seeking a highly motivated, service- and team-oriented candidate. The candidate would need to ensure the highest quality in the implementation of the HR rules, policies and procedures, including for individual publications, the mobility and rotation exercises. The candidate is expected to have some knowledge about EU legal bases and/or administrative procedures. The ideal candidate will excel in a results-driven, flexible environment that may occasionally require extra hours at peak times, especially during the yearly mobility and rotation exercises.

As a member of the Human Resources Management Team, the successful candidate will work closely with the Head of Sector and with a team of eight colleagues. Interaction with the Head of Division, the Deputy Head of Division, as well as stakeholders within the EEAS and Member States Permanent Representations, will also be part of the role.

The main responsibilities include:

• Management of the yearly mobility/rotation exercises for AD staff including the organisation of, and participation to, mobility and rotation committees;
• Working collaboratively on selection and recruitment procedures: publication of vacancies using the EEAS IT tools, check of candidates' eligibility, organisation and participation in pre-selection and selection procedures, follow-up to selection panels, recruitment of applicants;
• Managing the employee lifecycle including: secondments, reassignments, transfers, contract renewals and extensions;
• Providing general guidance and support on human resources related topics, including administrative queries and potential complaints;
• Maintaining and updating staff data and information in human resources systems and employee files; monitoring and updating of the "dotation" of posts and of other resource tables; provision of input for briefing requests when required and ensuring accuracy of data of the applications;
• Provision of support to the SNE (Seconded National Experts) team, in particular in case of peak activity, if needed.

Profile Requirements:

• Solid experience in human resources management;
• Ability to work effectively in a team, collaborating with a variety of stakeholders;
• Experience of working in a service-oriented environment with tact and discretion;
• Strong organisational skills, able to manage multiple tasks in a fast-paced environment;
• Knowledge of EU institutions and policies is an asset, in particular the EEAS;

Eligibility criteria[4]:

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

• (i) have passed a valid EPSO CAST in a valid function group for this post, OR

(ii) 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 that case, while the registration will render the candidate eligible for the selection procedure, the recruitment of a candidate on this vacant post will be subject to their successfully passing the CAST exam that this candidate will be called to attend;

• 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

The candidates should:

• have proven experience in the field of human resources, in coordinating the employee lifecycle, including in particular recruitment, contract management, etc.;
• have proven experience in ensuring accuracy and confidentiality of files and data and contributing to reports and briefings;
• have a good awareness of issues relating to human resources in the EU context, including the main legal bases such as the Staff Regulations and the CEOS;
• Knowledge of, and experience in, using Human Resources software and digital systems;
• have good oral and written communication skills;
• have a good knowledge of English and/or French.

Furthermore,

• Proven experience in drafting professional Human Resources guidelines and/or instructions;
• experience in the field of external relations and/or the EEAS;
• good knowledge of standard administrative procedures as well as knowledge of IT tools used in EU institutions (Sysper2, ARES, effectivement design and management of dedicated Excel tables, etc.);
• experience of working in a team in multi-disciplinary and multi-cultural environment;
• Experience of working in a client-oriented context;
• Training or certification in Human Resources or a related area, such as Business Administration, Law or Organisational Psychology;

will be considered as strong assets.

CONDITIONS OF RECRUITMENT AND EMPLOYMENT

MEDICAL CLEARANCE

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

PERSONNEL SECURITY CLEARANCE

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  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.

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 [email protected]  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 1(d)(4) of the Staff Regulations.

APPLICATION AND SELECTION PROCEDURE[5]

Please send your CV and cover letter (with your EPSO CAST number), in English or French via email, with the following reference in the subject field:

HRM ASSISTANT – FAMILY NAME –  POST 439100

To the following functional mailbox:

[email protected]

Deadline for sending application: 23/12/2024 at 12.00 (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] 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).