EEAS Vacancy: Job title: Secretary to the Head of Division

Overview The European External Action Service (EEAS) supports the High Representative in the implementation of the Union’s Common Foreign and Security Policy (CFSP) and in external relations. Division & Position Budget and Post Management Division (RM.BHR.1) manages the overall budgetary resources and posts of the EEAS headquarters and delegations. We are looking to fill the position of "Secretary to the Head of Division" , a contract agent FGII. Location & Date EEAS Headquarters, Brussels, Belgium. Post available: 5 January 2026. Legal Basis The vacancy is to be filled in accordance with the conditions of the CEOS. The successful candidate will receive a contract agent position (Function group II) for an initial duration of one year, renewable for up to six years. Responsibilities Provide efficient secretarial support to the Head of Division and the other sectors of the Division where required. Manage functional mailboxes (FMB) and the Head of Division’s outlook calendar, respond to general enquiries and order office supplies. Organise missions of the Division, using the MIPS+ application. Manage information flows and ensure that incoming documents and tasks in the various systems (ARES, Hive, Hello Admin, MIPS+, FMBs …) are correctly attributed, filed and deadlines respected. Act as a DMO (Document Management Officer) contact point for the division. Assist in the organisation of meetings with internal or external interlocutors, including on Webex, and in the booking of meeting rooms; prepare access requests for external visitors. Assist with the organisation of the Division’s internal meetings and social activities like teambuilding or get-togethers. Ensure that the division’s intranet is up-to-date. Validation, as delegate of Head of division, application for leave, time sheets and training in SYSPER 2 and EULearn. Over time, intervene as initiating agent in SUMMA workflows. Any other tasks necessary for the smooth administrative running of the Division. Eligibility Criteria 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. 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 three years of appropriate professional experience. Have the capacity to work in the languages of the CFSP and external relations (English and French). Be a national of one of the Member States of the European Union and enjoy full rights as a citizen. Selection Criteria Strong organisational and coordination skills. Motivated, service-oriented and pro‑active. Sound computer skills (MS Office) and familiarity with IT applications (including ARES, MIPS/MIPS+, Sysper, Teams) and openness to learn new ones (notably HR‑HUB, SUMMA). Have experience with VTC tools, in particular WEBEX. Sound knowledge of administrative procedures. Be able to perform multiple tasks and to prioritise, while respecting deadlines. Very good communication skills. Have a very good knowledge of oral and written English and French. Additional Assets Experience of working in a team in a multi‑disciplinary and multi‑cultural. Experience in working with or within other EU institutions. Equal Opportunities The EEAS is committed to an equal opportunities policy for all its employees and applicants for employment. It actively welcomes applications from all qualified candidates from diverse backgrounds and from the broadest possible geographical basis amongst the EU Member States. The EEAS is committed to providing reasonable accommodation for candidates with disabilities in accordance with Art 1(d)(4) of the Staff Regulations. Application & Selection Procedure Send your CV and cover letter (with your EPSO CAST number) in English or French, and the attached declaration of potential conflict of interest via e‑mail, with reference to the Vacancy Number in the subject field, to: . The deadline for sending applications is 23/01/2026 at 12.00 noon (CET). Late applications will not be accepted. #J-18808-Ljbffr