EUROPEAN EXTERNAL ACTION SERVICE (EEAS) - Vacancy notice – Job title: Secretary to the Head of Division and to the Division - HQ Contract Agent FGII - RM.BHR.4

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EUROPEAN EXTERNAL ACTION SERVICE (EEAS) - Vacancy notice – Job title: Secretary to the Head of Division and to the Division - HQ Contract Agent FGII - RM.BHR.4

06.03.2026 New opportunity

Teaser

Deadline for sending application: 24/03/2026 at 12.00 noon (CET).

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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 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 Division EEAS RM.BHR.4 - Career, Learning and Development, EU Diplomatic Academy supports all EEAS HR policies with the objective of ensuring that the EEAS has the best suited and highly motivated staff.

The Division does so by providing tools to EEAS staff to be in a position to acquire the right knowledge, skills and mind-set necessary to do the job in a modern and performing diplomatic service at any given time of their professional life.

To ensure a constant highly motivated staff, the Division aims to provide EEAS statutory staff a predictable and attractive career path, supported by career guidance and appropriate learning opportunities.

The Division is also responsible for ensuring all staff is assessed on the basis of objective criteria and that staff performance is fed into the promotion exercise.

WE PROPOSE

The position of Secretary to the Head of Division and to the Division with 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, 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, subject to the maximum duration of engagement by the EEAS allowed under successive limited duration contracts of different types.

WE LOOK FOR

Skills

A 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;
Provide overall administrative support to the Head of Division and the Division managing the agenda, filtering telephone calls, filing and ordering supplies, dealing with correspondence;
Ensuring the management of documents: registration of incoming and outgoing correspondence, including in Ares;
Organise missions of staff using MIPS application;
Organise meetings and events;
Co-ordinate the creation, keeping up to date and retrieval of documents and data in the appropriate files or IT databases;
Drafting minutes of internal meetings;
Assist in preparation of notes for the Head of Division’s signature, including quality checks;
Coordinate briefing files and contributions for the hierarchy in view of his meetings and to ensure deadlines are met;
Assist the Head of Division in preparation, encoding and updating job descriptions;
Collect and regularly update information related to the Division's activities in order to feed the intranet and the web pages of the Division;
Support the organisation of tasks and inputs across the Division for a better synergy among Sectors;
Coordinate recruitment of statutory and non-statutory staff; be the Division's focal point for HR matters;
Ensure that the infrastructure and logistics needs of the Division are covered in liaison with the specialised services;
Provide administrative assistance with absence records, overtime, stand-by duty and similar personnel administration formalities as well as with job descriptions;
Update plannings, files and templates;
Prepare the Head of Division’s missions;
Ensure effective communication and cooperation both within the Division and with other EEAS services.

Eligibility criteria

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

About the Company

The European Union Border Assistance Mission in Libya is part of the broader comprehensive approach of the EU to create a democratic, peaceful, prosperous and sovereign Libyan nation. At the invitation of Libyan authorities, it was established in May 2013 as a civilian mission under the EU Common Security and Defence Policy (CSDP). EUBAM Libya’s mandate structures its operations into three lines: Border Management, Law Enforcement and Criminal Justice. As such it supports its Libyan partners to enhance the security and admi... Know more

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