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

WE ARE The European External Action Service (EEAS) supports the High Representative in exercising her mandate to implement an effective and coherent Union’s Common Foreign and Security Policy (CFSP). It represents the EU, chairs the Foreign Affairs Council, and works closely with EU Member States, the General Secretariat of the Council, the Commission services, and the European Parliament. ABOUT THE DIVISION The Budget and Post Management Division (RM.BHR.1) manages the overall budgetary resources of the EEAS (headquarters and delegations), posts and organisation charts, accounting quality, and HR metrics and statistics, including the annual Human Resources Report and Staff survey. The Division has a Secretarial and an Administrative Assistant post. WE PROPOSE Position: “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 (CEOS). PLACE AND DATE OF EMPLOYMENT EEAS Headquarters, Brussels, Belgium – Post available: 5 January 2026 LEGAL BASIS The vacancy is to be filled in accordance with the CEOS, Article 82. Successful candidates will receive a contract agent position (Function group II) for one year, renewable for up to six years. WE LOOK FOR We seek a dynamic, flexible and proactive colleague with good communication and organisational skills, a strong sense of service, team‑player spirit, and sound computer skills. The main tasks are: Provide efficient secretarial support to the Head of Division and other sectors. Manage functional mailboxes, Outlook calendar, respond to general enquiries and order office supplies. Organise missions using the MIPS+ application. Manage information flows and ensure correct attribution and filing in ARES, Hive, Hello Admin, MIPS+, FMBs. Act as DMO contact point for the division. Assist in organising internal and external meetings, including Webex booking and meeting rooms. Assist with internal meetings and social activities such as teambuilding and get‑togethers. Keep the division’s intranet up‑to‑date. Validate leave, timesheets and training in SYSPER 2 and EULearn on behalf of the Head of Division. Intervene as initiating agent in SUMMA workflows. Perform any other tasks necessary for smooth administrative operation. ELIGIBILITY CRITERIA Passed a valid EPSO CAST in a valid function group for this post, or registered in the EPSO Permanent CAST (subject to passing the CAST exam). Post‑secondary education or secondary education with access to post‑secondary education and at least three years of related professional experience. Capacity to work in the languages of the CFSP: English and French. Nationality of an EU Member State with full EU citizenship rights. SELECTION CRITERIA Strong organisational and coordination skills. Motivated, service‑oriented and proactive. Sound computer skills (MS Office) and familiarity with IT applications (ARES, MIPS/MIPS+, Sysper, Teams) and openness to learn new ones (HR‑HUB, SUMMA). Experience with VTC tools, in particular WEBEX. Knowledge of administrative procedures. Ability to multitask and prioritise while respecting deadlines. Excellent communication skills. Very good written and oral English and French. Experience working in a multi‑disciplinary, multi‑cultural environment. Experience with other EU institutions. CONDITIONS OF RECRUITMENT AND EMPLOYMENT Conflict of interest and security risks Applicants with dual nationality involving a non‑EU country will be considered case‑by‑case, with a declaration of potential conflict of interest required. Medical clearance Contract sign‑off requires prior favourable opinion of the Medical Service. Personen Security Clearance (PSC) This post is currently not identified as requiring PSC, though future changes are possible. Equal opportunities The EEAS promotes gender equality, prevents discrimination and welcomes applications from all qualified candidates across EU Member States. Candidates with disabilities may contact for accommodation. APPLICATION AND SELECTION PROCEDURE Please send your CV and cover letter (including your EPSO CAST number) in English or French, and the attached declaration of potential conflict of interest via email, with the Vacancy Number in the subject line, to: . Deadline: 23/01/2026 at 12.00 noon (CET). Late applications will not be accepted. Applicants should format their CV using the Europass template: Europass CV . The selection panel will pre‑select candidates based on qualifications and experience, shortlist them, and invite shortlisted candidates to interview. Subsequent written tests may be conducted. Pre‑selected candidates lacking a valid CAST will be invited to sit the CAST exam. Final decisions are made by the Authority Authorised to Conclude Contracts of Employment (AACC). A reserve list may be established for up to one year. FOOTNOTES (1) Staff Regulations of Officials of the European Union (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). (2) Article 8 of the Commission Decision C on general provisions for contract staff. (3) Decision ADMIN on maximum duration of engagement for non‑permanent staff. (4) All eligibility criteria must be met on the closing date for applications. (5) OJ C 263, 26 July 2023, p.16. (6) Personal data processed per Regulation (EU) 2018/1725; privacy statement available at EEAS privacy statement and intranet. #J-18808-Ljbffr