Skills

Communication Risk Management Databases Recruitment

Job Specifications

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.

The recruiting Division EEAS.RM.SCS.2 - Public Procurement, Contracts and Finance is to be 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 FGIIas 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 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[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 and proactive colleague with good communication and organisational skills with a developed sense of service.

Skills

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 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;
Co-ordinate 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[4]

Further 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://epso.europa.eu/en/job-opportunities/open-for-application). 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 year;
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 Possess

excellent organisation 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;

Furthermore

experience of working in a team in multi-disciplinary and multi-c

About the Company

At the invitation of the President of the Central African Republic, the EUAM RCA Mission was established in December 2019 by the European Council. Deployed in July 2020 to Bangui, the mission's mandate is to provide strategic advice to the Ministry of the Interior, Internal Security Forces, police and gendarmerie in an effort to support security sector reform in the country. EUAM RCA’s mandate is a continuation of the efforts put forth by the EU military training mission also present in the country and the mission works in ... Know more

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