EEAS Vacancy Notice: Contract Agent FGII – Secretary to the Head of Division- EEAS Headquarters- job n° 380263

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 Regional Affairs Division (AMERICAS.1) within the Americas department is responsible for the coordination of EU relations with Latin America and the Caribbean (LAC) at regional and thematic level. This also includes periodic Summits and Ministerial or other high-level meetings. We cover relations with the Community of Latin American and Caribbean countries (CELAC), the Pacific Alliance and the Ibero-American Summit process as well as handling relations with the Organization of American States.

The tasks of the division include the coordination of thematic cooperation with LAC (e.g. drugs, migration, human rights, climate change, gender issues and others) and horizontal tasks for the Americas department such as the relations with the European Parliament, election observation issues and briefings having a horizontal/regional content. We also carry out a number of coordination and administrative tasks for the Managing Director and Deputy Managing Director as well as support to the COLAC Chair. In this context, we are also responsible for the multiannual programming of the regional actions of the NDICI Global Europe Instrument and for coordinating the preparation of projects funded from the Partnership Instrument (PI) for the Americas.

WE PROPOSE

The position of the Secretary to the Head of Division - contract agent FGII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS). He/she will be entrusted i.a. with the following tasks:

• provide secretarial support to the Head of Division and Policy Officers (management of the agenda and invitations, filtering calls and taking messages, attribution of tasks at the level of the division and monitoring deadlines, mail management: functional mailboxes: Ares, RUE;
• provide administrative support for preparation and organisation of missions and meetings;
• record incoming and outgoing correspondence using archiving software (ARES) and manage secure documents (RUE, Courtesy), in accordance with the regulations in force;
• document management (represent the division in internal EEAS working groups, disseminating relevant information within the division; follow up on archives).
• help with the management of office space and supplies, and with administrative arrangements relating to the recruitment and arrival of new officials.
• receive and accompany outside visitors, in accordance with security regulations.
• back-up in monitoring inter-service consultations and departmental coordination for Parliamentary questions.

This position involves regular contacts with Delegations in Latin America and the Caribbean, other services of the EEAS, Council and Commission, EU MS permanent representations and LAC Embassies in Brussels.

WE LOOK FOR

A proactive, responsible and highly motivated colleague with good communication and organisational skills with a developed sense of service who enjoys working as part of a friendly and enthusiastic team. The secretary should be able to quickly adapt to new working environment 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.

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

• provide efficient secretarial support;
• carry out various administrative tasks such as diary-keeping, filtering telephone calls, filing and ordering supplies, dealing with correspondence;
• document management: registration of incoming and outgoing correspondence, including in Ares;
• organize missions of staff using MIPS application;
• organize meetings and events;
• co-ordinate the creation, keeping up to date and retrieval of documents and data in the appropriate files or IT databases;
• ensure the preparation of briefing files, speeches, etc;
• co-ordinate and authorize translation requests.

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

Eligibility criteria

Candidates for this contract agent II post should:

• (i) have passed a valid EPSO CAST in a valid FG for this post

Or

• (ii) be registered in the EPSO Permanent CAST in a valid FG for this post https://epso.europa.eu/apply/job-offers_en?keyword=&contract=37&grade=Al...
• 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 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 proven experience in the secretarial field, experience in the field of external relations would be an asset;
• be well organised with the ability to deal with files in a timely manner;
• be dynamic and have a strong sense of responsibility;
• be a good team worker but also able to work autonomously and take initiatives when appropriate;
• have excellent computer skills (MS Office) and good knowledge of standard administrative, workflow based IT applications (ARES, MIPS, Sysper2, EU-Learn, RUE , e-Brief, CIS-Net, LegisWrite, e-Greffe, ) and administrative procedures (e.g. e-Domec rules for the Document Management)
• be familiar with EEAS and Commission procedures;
• be able to use tools for communicating/exchanging classified information;
• have a good working command of English and Spanish. Knowledge of French is an asset

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.

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 [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 1d.4 of the Staff Regulations.

Application and selection procedure²

Please send your CV and cover letter (with your EPSO CAST number) via email to

[email protected]

Deadline for sending application: 01/11/2021 at 18.00 (CET).

Candidates shall draft their CV following the European CV form 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 panel will recommend a shortlist of candidates for a final decision by the Authority Authorised 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: 18/10/2021

¹ Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, see https://eur-lex.europa.eu/legal-content/EN/TXT/?qid=1570023902133&uri=CE...

² 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: (http://eeas.europa.eu/data_protection/rights/index_en.htm) and on the EEAS Intranet: (https://intranet.eeas.europa.eu/page/eeas-work/data-protection/privacy-s...).

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