OverviewPRINTEEAS Vacancy: Job title: Secretary to the Head of Division - HQ Contract Agent FGII - EEAS Headquarters job No 15292005.01.2026 ExpiredDeadline for sending application: 23/01/2026 at 12.00 noon (CET).We areThe 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 Budget and Post Management Division (RM.BHR.1) is responsible for the establishment and management of the overall budgetary resources of the EEAS (headquarters and delegations) and for the management of posts and organisation charts both in HQ and delegations. It is also responsible for the supervision of accounting quality related to the annual accounts of the EEAS. Furthermore, it manages the budget of the EEAS for missions, expert travel expenses and delegations’ representation expenditure. It is in charge of human resources metrics and statistics as well as reporting, including the annual EEAS Human Resources Report and the Staff survey. The RM.BHR.1 Division has one Secretarial, and one Administrative Assistant post.We ProposeThe position of “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 (hereafter, the “CEOS”).Place and Date of EmploymentEEAS Headquarters, Brussels, BelgiumPost available: 5 January 2026Legal BasisThe 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, subject to the maximum duration of engagement by the EEAS allowed under successive limited duration contracts of different types.We Look ForSkillsA dynamic, flexible and proactive colleague with good communication and organisational 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. The successful candidate should have good computer skills, 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 to the Head of Division and the other sectors of the Division where required;Manage functional mailboxes (FMB) and the Head of Division’s outlook calendar, respond to general enquiries and order office supplies;Organise missions of the Division, using the MIPS+ application;Manage information flows and ensure that incoming documents and tasks in the various systems (ARES, Hive, Hello Admin, MIPS+, FMBs …) are correctly attributed, filed and deadlines respected;Act as a DMO (Document Management Officer) contact point for the division;Assist in the organisation of meetings with internal or external interlocutors, including on Webex, and in the booking of meeting rooms; prepare access requests for external visitors;Assist with the organisation of the Division’s internal meetings and social activities like teambuilding or get-togethers;Ensure that the division’s intranet is up-to-date;Validation, as delegate of Head of division, application for leave, time sheets and training in SYSPER 2 and EULearn;Over time, intervene as initiating agent in SUMMA workflows;Any other tasks necessary for the smooth administrative running of the Division.Eligibility criteriaFurther 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://eu-careers.europa.eu/en/contract-staff-selection-procedures-always-open-registration). 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 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 criteriaStrong organisational and coordination skills;Motivated, service-oriented and pro-active;Sound computer skills (MS Office) and familiarity with IT applications (including ARES, MIPS/MIPS+, Sysper, Teams) and openness to learn new ones (notably HR-HUB, SUMMA);Have experience with VTC tools, in particular WEBEX;Sound knowledge of administrative procedures;Be able to perform multiple tasks and to prioritise, while respecting deadlines;Very good communication skills;Have a very good knowledge of oral and written English and French.Furthermoreexperience of working in a team in a multi-disciplinary and multi-cultural environment;experience in working with or within other EU institutions;will be considered as strong assets.Conditions of Recruitment and EmploymentConflict of Interest and Security RisksAs 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 ClearanceThe 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 (PSC) to access EU classified information. 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. 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 OpportunitiesThe EEAS is committed to an equal opportunities policy for all its employees and applicants for employment. 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 CONTRACTAGENTS-HQ@eeas.europa.eu in order to accommodate any special needs. 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 ProcedurePlease 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: RM-BHR-1@eeas.europa.eu. Deadline for sending application: 23/01/2026 at 12.00 noon (CET).Candidates shall draft their CV using the Europass CV, which can be found at http://europass.cedefop.europa.eu/en/documents/curriculum-vitae.Late applications will not be accepted. The selection panel will pre-select candidates based on qualifications and experience described in the CV and motivational letter and will shortlist eligible candidates. Only shortlisted candidates will be informed about the outcome.Pre-selected candidates will be invited for an interview. The panel may conduct written tests. Pre-selected candidates without a valid CAST shall be invited to sit the CAST exam before or after the interview. The AACC may interview candidates on the final shortlist. The procedure may be terminated at any stage in the interest of the service. A reserve list may be established for one year.(1) Staff Regulations of Officials of the European Union (SR) and the CEOS. (2) Article 8 of the Commission Decision C(2017) 6760. (3) Decision ADMIN(2023) 24. (4) All eligibility criteria must be met on the closing date. (5) OJ C 263, 26 July 2023. (6) Your personal data will be processed in accordance with Regulation (EU) 2018/1725. Privacy statement available at the EUAs privacy notice.
#J-18808-Ljbffr