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EEAS Vacancy: Secretary (Administrative Agent) to Deputy Managing Director Americas - HQ Contract Agent FGII - EEAS Headquarters job No 431813
18.07.2025 Expired
Teaser
Deadline for sending application: 01/08/2025 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 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 mission of the Americas directorate is to promote partnership between the people and governments of the European Union and the Americas. We do this by defining, promoting and implementing a clear policy towards the regions on behalf of the institutions and Member States of the EU. The Americas directorate comprises four Divisions (3 geographic and 1 regional).
WE PROPOSE
The position of Assistant to Deputy Managing Director, 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: 1 September 2025
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 efficient secretarial support to the Deputy Managing Director and designated staff members according to needs/requests;
carry out various administrative tasks such as diary-keeping, filtering telephone calls, filing and ordering supplies, dealing with correspondence;
document management: registration of incoming and outgoing correspondence, including in Ares and handling documents shared in HIVE;
organize missions of the Deputy Managing Director using MIPS+ application;
provide logistical support in the organization of general meetings (reservation of meeting rooms, protocol, sending invitations, catering requests, accreditation of visitors);
assist in welcoming and informing outside visitors in accordance with security regulations;
assist in maintaining contact and communication with diplomatic missions;
co-ordinate the creation, keeping up to date and retrieval of documents and data in the appropriate files or IT databases;
ensure the preparation of briefing files, speeches, etc;
provide back-up as required for Assistant to MD;
ensure correct procedures are followed in relation to the Data Protection Regulation and use of Data Protection notifications.
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
be able to work autonomously and as part of the MD team;
have excellent communication skills;
be self-motivated, service-oriented and have a sens
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