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.

The EEAS Special Envoy for Space (SES) and the Space Division (SECDEFPOL.5) implement the operational, diplomatic and policy aspects of the HR’s responsibilities in the space domain.

Operationally, the assistance provided by the SES and SECDEFPOL.5 is twofold. Firstly, it consists of protecting the security and essential interests of the Union and its Member States from threats to or through the systems and services under the Union Space Programme and other space-related programmes. Secondly, the SES and her team ensure the operational direction of the EU Satellite Centre (SatCen) on behalf of the HR and act as the Tasking Authority.  The above operational tasks are performed by the 24/07 on-call duty Space Threat Response Architecture (STRA) team within the Secdefpol.5 Division.

Furthermore, the SES and Secdefpol.5 contribute to the implementation of the Strategic Compass through the execution of the EU Space Strategy for Security and Defence and expert advice on security aspects of the EU space-related policies and programmes.  They also actively promote responsible behaviour in space, primarily through developing and coordinating EU positions on space safety, security and sustainability in multilateral fora (mainly the UN) as well as by contributing to bilateral dialogues with third countries on aspects related to security in and from space.

WE PROPOSE

The position of the Secretary 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:  01/01/2025

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 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

A dynamic, flexible, proactive and highly motivated colleague with very good communication and organisational skills with a developed sense of service. The secretary should be able to quickly adapt to new working environments 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.

The main responsibility of the successful candidate will be to provide efficient secretarial, administrative and logistical support to the Special Envoy for Space, as well as to the Deputy Head of Division and other members of the Division.

He/she will be entrusted with the following main tasks:

• carry out various administrative tasks such as diary-keeping, filtering telephone calls, managing functional mailboxes, dealing with correspondence and respond to general enquiries;
• ensure a proper implementation of procedures regarding document management (including in Ares) as the Document Management Correspondent in the Division;
• organise missions of staff using the MIPS+ application, ensuring the Division’s mission planning and following the budget consumption;
• organise conferences, meetings, events and dialogue meetings with third countries, including budgetary request, contacts with the Protocol Service, room booking and reception, organising the access for visitors to the building and welcoming/escorting visitors; managing the representation budget and planning;
• manage information and procedures regarding duty and permanence, leave and absence records, teleworking, and similar administrative tasks;
• co-ordinate the creation, keeping up to date and retrieval of documents and data in the appropriate files or IT databases;
• manage office supplies and equipment, including IT;
• ensure the preparation of briefing files, speeches, etc.;
• work as a team with other assistants in the Division and replace them when needed; liaise with the assistants of MD-PSD and the SECDEFPOL Director and Divisions;
• support the Division members using the main corporate administrative tools (Sysper, Ares, EEAS Register, Decide, MIPS+);
• Other tasks as assigned.

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 years;

• 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 have:

•   proven experience in the secretarial field;

•   proven capacities of a team player with good inter-personal and communication skills;

•   good organisational skills, a sense of initiative and the ability to deal with files in a timely manner;

•   sound computer skills (MS Office) and good knowledge of standard administrative IT applications used in the EEAS (ARES, MIPS+, SYSPER, e-Brief, EU-Learn, Decide, EEAS Register);

•   a good understanding of administrative procedures;

•   the ability to perform multiple tasks, adjust to changing priorities and respect deadlines;

•   a good working knowledge of English and a satisfactory knowledge of French.

Furthermore:

• experience in the field of external relations;
• work experience in a team in multi-disciplinary and multi-cultural environment;
• work experience with or within other EU institutions;
• knowledge of other EU languages,

would be considered as assets.

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: 14/11/2024 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).