WE ARE

The European Security and Defence College (ESDC) provides training in the field of the Union's Common Security and Defence Policy (CSDP) in the context of the Common Foreign and Security Policy (CFSP) at the European level in order to develop and promote a common understanding of CSDP among civilian and military personnel, and to identify and disseminate, through its training activities, best practice in relation to various CSDP issues. It is organised as a network bringing together civilian and military institutes, colleges, academies, universities, institutions and other actors dealing with security and defence policy issues within the Union as identified by Member States and the EU ISS ('institutes') to support the conduct of training activities in the field of CSDP.

As per Council Decision (CFSP) 2020/1515 of 19 October 2020 establishing a European Security and Defence College (ESDC), the EEAS provides the ESDC with the administrative support necessary to recruit and manage its staff.

WE PROPOSE

The position of the Finance Officer – Administration Officer contract agent FGIV 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 IV), 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 looking for a Finance Officer (Administrative Officer) who would:

• coordinate the administration, legal and finance team;
• implement and manage IT solutions for financial management;
• assist the Head of the ESDC with preparing and managing ESDC contracts and tenders, and representation of the ESDC at inter-institutional budget consultation/coordination meetings, including liaising with FPI and auditors;
• draft budgetary impact statements, analytical reports and explanatory notes;
• prepare and implement the yearly budget planning, implementation and reporting for the ESDC budget and resources;
• manage the financial and contractual aspects of the ESDC budget lines, and execution of the payment request process (including the roles of operational initiation and verification (OIA, OVA) and financial initiation (FIA), and financial verification (FVA);
• assist the Head of the ESDC with the development of coherent business plans, ensuring that resources are aligned with stated ESDC priorities;
• prepare and implement the financial management and procurement processes for ESDC activities;
• ensure sound financial management, including the procurement processes for ESDC activities, training courses and events;
• support the Head of the ESDC with drawing up the ESDC Administrative Instructions;
• assist with mainstreaming guidance and training of ESDC colleagues and ESDC training institutes on budgetary and financial matters, including answering questions from stakeholders;
• contribute to establishing the ESDC as an inclusive and diverse workplace including on gender equality, sexual orientation, gender identities, disabilities and ethnicity;
• ensure the administrative and financial coherence of courses, seminars and workshops.

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 FG IV; OR

(ii) be registered in the EPSO Permanent CAST for FG IV (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 completed university studies of at least three years attested by a diploma;
• 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

A. Professional knowledge

• experience of managing standard accounting tools used by the European Institutions (including ABAC);
• strong drafting and analytical skills combined with sound judgement;
• experience in financial and/or administrative and/or related issues, such as project management, public administration, legal matters or similar;
• capacity to plan and manage resources, with a rapid grasp of problems and the capacity to identify issues and solutions coupled with a strong sense of deadlines;
• ability to work with external contractors and manage budgets;
• knowledge of external relations, and internal policies; he/she must be familiar with the functioning of the Union, including a good knowledge of the decision-making process in the EU institutions;
• excellent communication skills and the ability to establish and maintain a network of contacts both within and outside the EEAS;
• strong service attitude, and a team player with an exceptional capacity to coordinate with other teams and multiple stakeholders;
• experience in working with, or within, other EU institutions an asset.

B. Skills

• have the capacity to independently lead and implement new IT solutions for financial management (for example the SUMMA accounting platform);
• have the capacity to work and communicate under time constraints in an international diplomatic and multilingual environment;
• intercultural sensitivity skills are required;
• solid analytical and drafting skills;
• rapid grasp of problems and the capacity to identify issues and solutions;
• coordination skills.

C. Languages

• a thorough knowledge of English (excellent written and spoken ability) is required; knowledge of other EU languages would be an asset.

D. Personal qualities

• dynamic, motivated and flexible;
• able to adapt quickly to new situations and deal with new challenges;
• ability to work in a team, coordinate with other teams and communicate effectively.

CONDITIONS OF RECRUITMENT AND EMPLOYMENT

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

The requested level of security clearance for this post is: SECRET UE/EU SECRET. A 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^[5].

The selected candidate should hold, or be in the position to obtain, a valid Personnel Security Clearance (hereafter, the “PSC”)[6] issued by the competent authority of the Member State concerned.

Candidates who do not already have a valid PSC will be required to go through the security clearance vetting procedure of their Member State to obtain this clearance in accordance with national laws and regulations and with the procedure laid down in the Decision ADMIN(2019)7 on Security Clearance Requirements and Procedures for the EEAS of 08 March 2019 and in Annex A I of the Decision ADMIN(2023) 18 on the security rules of the EEAS. Until the PSC is issued by the competent authority of the Member State concerned, the selected candidate will not be authorised to access EUCI at the level of CONFIDENTIEL UE/EU CONFIDENTIAL or above, or to participate in any meetings or workflow where EUCI is processed.

Please note that the necessary procedure for obtaining a PSC can be initiated on request of the employer only, and not by the individual candidate.

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.

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[7]

Please send your CV and cover letter (with your EPSO CAST number), in English or French via email, with reference to the Vacancy Number in the Subject field, to

[email protected]

Deadline for sending application: 25/11/2024 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]    The ‘Personnel Security Clearance’ is defined under point 2 of Annex A I of the Decision ADMIN(2023) 18 on the security rules of the EEAS as “a statement by a competent authority of a Member State which is made following completion of a security investigation conducted by the competent authorities of a Member State and which certifies that an individual may, provided his ‘need-to-know’ has been determined, be granted access to EUCI up to a specified level (CONFIDENTIEL UE/EU CONFIDENTIAL or above) until a specified date; the individual thus described is said to be ‘security cleared’.”

[7] 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).