Job Details
EEAS Vacancy: Secretary to the Head of Division - HQ Contract Agent FGII - EEAS Headquarters
Job No 500046
Expired: 23.10.2025
DEADLINE
Deadline for sending application: 13/11/2025 at 12.00 noon (CET). Late applications will not be accepted.
WE ARE
The 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.
RECRUITING DIVISION
Division EEAS.RM.SCS.2 – Public Procurement, Contracts and Finance is responsible for procurement and contracts for Headquarters and Delegations and for ex ante financial verification of transactions stemming from public contracts. It supports and advises the authorising officers by sub‑delegation in the management of their public contracts including their risk management. Contracts covered by the Division are those subject to the Public Procurement Directive (services, supplies and works) with the exclusion of employment contracts or building contracts.
WE PROPOSE
The position of Secretary to the Head of Division in the EEAS.RM.SCS.2 division for a 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 EMPLOYMENT
EEAS Headquarters, Brussels, BelgiumPost 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 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 FOR
A dynamic, flexible and proactive colleague with good communication and organisational skills with a developed sense of service.
SKILLS AND RESPONSIBILITIES
Provide efficient secretarial support to the Head and Deputy Head of Division as well as to the other members of the Division, as necessary to ensure an efficient Division secretariat.
Ensure an efficient and timely document management for the Division: registration of incoming and outgoing correspondence, including in ARES.
Manage the main IT applications in use for administrative management (ARES, SYSPER, WEBEX, HIVE, Service Now, etc.).
Manage the functional mailboxes of the Division and send requested information and documents.
Assist in the organisation of meetings and events and provide the necessary logistical support.
Coordinate the creation, keeping up to date and retrieval of documents and data in the appropriate files or IT databases.
Carry out various administrative tasks such as agenda‑keeping, filing and ordering supplies, dealing with correspondence, coordinate HR files.
Prepare EU learn trainings and surveys in EU survey.
Perform other tasks as requested by the Head of Division.
ELIGIBILITY CRITERIA
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.
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
Excellent organisational skills.
The ability to maintain good interpersonal relations and to communicate in a multicultural environment.
Capacity and experience of working in a team.
Good knowledge and experience in handling EEAS IT tools.
Experience working in a team in a multi‑disciplinary and multi‑cultural environment.
Experience in working with or within other EU institutions.
Knowledge of other languages (assets).
CONDITIONS OF RECRUITMENT AND EMPLOYMENT
Applications by individuals who have dual nationality of which one is 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. Candidates shall fill in with their application a declaration of potential conflict of interest.
MEDICAL CLEARANCE
The 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 to access EU classified information. In case of requirement, the selected candidate will need to be in a position to obtain a valid PSC issued by the competent authority of their Member State.
EQUAL OPPORTUNITIES
The EEAS is committed to an equal opportunities policy for all its employees and applicants for employment. The EEAS actively welcomes applications from all qualified candidates from diverse backgrounds. Candidates with disabilities are invited to contact CONTRACTAGENTS‑HQ@eeas.europa.eu in order to accommodate any special needs.
APPLICATION AND SELECTION PROCEDURE
Please 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‑SCS‑2@eeas.europa.eu. Candidates shall draft their CV using the Europass CV, which can be found at http://europass.cedefop.europa.eu/en/documents/curriculum-vitae.
The selection panel will perform a pre‑selection based on the qualifications and professional experience described in the CV and motivational letter, produce a shortlist, and subsequently invite candidates for interview. Additional written tests may be organised. The panel may also invite pre‑selected candidates without a valid CAST to sit the CAST exam.
REFERENCE
(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...(3) Decision ADMIN(2023) 24...(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.
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