Skills

Communication Monitoring Effective Communication Recruitment Organizational Skills

Job Specifications

EUROPEAN EXTERNAL ACTION SERVICE (EEAS)

Vacancy notice – Job title: Secretary – to the Head of Division

HQ Contract Agent FGII

EEAS Headquarters job No 336305

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.

Within the Security and Corporate Services Directorate (RM.SCS), HQ Security and EEAS Security Policy Division’s (RM.SCS.3) mission is to protect EEAS Staff, visitors, premises and physical assets in Brussels, as well as to protect classified information relevant to the EEAS, by putting in place appropriate security measures and procedures.

WE PROPOSE

The 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”)[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

Skills

A dynamic, flexible and proactive colleague with good communication and organizational 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 overall administrative support to the Head of Division, such as: managing the agenda, filtering calls and responding adequately to general inquires;
Drafting minutes of internal meetings;
Assist in preparation of notes for the Head of Division’s signature, including the quality checks;
Ensure the implementation of procedures concerning the management of documents in the division; monitoring of incoming and outgoing correspondence in ARES;
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 specialized 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[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 crit

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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