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 Civilian Operations Headquarters (CivOpsHQ) is the permanent structure supporting the Civilian Operations Commander. The Civilian Operations Commander is the overall commander at the strategic level of currently 14 civilian CSDP crisis management missions and provides strategic guidance and direction to the Heads of Mission. The Civilian Operations Commander reports directly to the High Representative for Foreign Affairs and Security Policy and through her to the Council of the EU. Under the political control and strategic direction of the Political and Security Committee and the overall authority of the High Representative, the Civilian Operations Commander ensures the effective planning and conduct of civilian CSDP crisis management operations, as well as the proper implementation of all mission-related tasks as well as the discharge of the duty of care.
WE PROPOSE
The position of Administrative Agent contract agent FGII as per article 3b of the Conditions of Employment of Other servants of the EU (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
We are seeking a dynamic, proactive and highly motivated colleague with very good communication and organisational skills. Under the authority of the Head of Division, via the Head of Sector, he/she will be entrusted with the following main tasks:
Organise meetings and video conferences involving civilian CSDP Missions, Member States and relevant EU services;
Draft minutes of meetings, including regular division/sector meetings;
Manage information and procedures on missions, holidays, leave and absence records and similar personnel administration formalities;
Assist the line manager in preparing, encoding and updating job descriptions (Sysper);
Assist Mission performers in the preparation of Mission Orders and Declaration of Expenses;
Maintain the diary, answer the telephone, filter calls and take messages, respond to general inquiries and manage functional email boxes and calendar;
Assist in the preparation and follow-up of files and documents, including quality check;
Ensure the implementation of the procedures concerning the management of documents and share the good practice and coordination of internal procedures as Document Management Officer's correspondent of the Sector/Division;
Receive and route incoming correspondence, finalise and transmit outgoing correspondence, preparing /copying documents (including layout/formatting) for transmission;
Create files and retrieving documents making sure that they are filed in the relevant EEAS document management tools (ARES/MARS) and secured in accordance with the regulations in force;
Manage office supply and equipment;
Facilitate internal communication within the CPCC as well as with external partners;
Carry out the necessary arrangements for visitors to the KO building and assist in welcome and inform outside visitors in accordance with security regulations;
Ensure that classified information is managed in accordance with the EEAS Security Regulation, including the use of tools and software for secure communication;
Support the other assistants from other sector, including the assistant of the Head of Division, if need be.
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 th
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 ...
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