EEAS Vacancy: Secretary to the Head of Division

EEAS Vacancy: Secretary to the Head of Division - HQ Contract Agent FGII - EEAS Headquarters job No EUAM RCA Brussels, Brussels Region, Belgium 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. WE PROPOSE The position of Secretary to the Head of Division in the EEAS.RM.SCS.2 division, for a contract agent FGII according to article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS). PLACE and DATE OF EMPLOYMENT EEAS Headquarters, Brussels, BelgiumPost 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, subject to the maximum duration of engagement by the EEAS allowed under successive limited duration contracts of different types. WE LOOK FOR A dynamic, flexible and proactive colleague with good communication and organisational skills and a developed sense of service. Skills The secretary should be able to quickly adapt to new working environments and be a good team‑player. The successful candidate should have good computer skills and a sound knowledge of the standard IT applications and administrative procedures. Provide efficient secretarial support to the Head and Deputy Head of Division as well as to the other members of the Division, as necessary to ensure an efficient Division secretariat; Ensure an efficient and timely document management for the Division: registration of incoming and outgoing correspondence, including in ARES; Manage the main IT applications in use for administrative management (ARES, SYSPER, WEBEX, HIVE, Service Now, etc.); Manage the functional mailboxes of the Division and send requested information and documents; Assist in the organisation of meetings and events and provide the necessary logistical support; Co‑ordinate the creation, keeping up to date and retrieval of documents and data in the appropriate files or IT databases; Carry out various administrative tasks such as agenda‑keeping, filing and ordering supplies, dealing with correspondence, coordinate HR files; Prepare EU learn trainings and surveys in EU survey; Perform other tasks as requested by the Head of 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 ( 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 years; 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 Excellent organisation skills; The ability to maintain good interpersonal relations and to communicate in a multicultural environment; Capacity and experience of working in a team; Good knowledge and experience in handling EEAS IT tools; Experience of working in a team in multi‑disciplinary and multi‑cultural environment; Experience in working with or within other EU institutions; Knowledge of other languages (assets). CONDITIONS OF RECRUITMENT AND EMPLOYMENT As a matter of policy, applications by individuals who have dual nationality of which one is a non‑EU country, will be considered on a case‑by‑case basis. Candidates shall fill in with their application a declaration of potential conflict of interest. The signature of the contract will be subject to prior favourable opinion of the Medical Service. This post is currently not identified as a post which requires Personnel Security Clearance (PSC) to access EU classified information (EUCI). Nonetheless, candidates are informed that the list of posts requiring a PSC in the EEAS Headquarters is subject to regular review. EQUAL OPPORTUNITIES The EEAS is committed to promoting gender equality and preventing discrimination on any grounds. We actively welcome applications from all qualified candidates from diverse backgrounds and from the broadest possible geographical basis among the EU Member States. Candidates with disabilities are invited to contact to accommodate special needs. APPLICATION AND SELECTION PROCEDURE Please 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 email, with reference to the Vacancy Number in the Subject field, to: Deadline for sending application: 13/11/2025 at 12.00 noon (CET). Candidates shall draft their CV using the Europass CV, which can be found at . Late applications will not be accepted. The selection panel will make a pre‑selection on the basis of the qualifications and professional experience described in the CV and motivational letter, and will produce a shortlist of eligible candidates who best meet the selection criteria for the post. Only shortlisted candidates will be informed about the outcome. Pre‑selected candidates will be invited for an interview, and may be required to sit written tests. The panel may recommend a shortlist to the Authority Authorised to Conclude Contracts of Employment (AACC). The AACC may interview candidates on the final shortlist. The selection procedure may be terminated at any stage. After identifying the best candidate, the AACC may establish a reserve list valid for one year. (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 of .(3) Decision ADMIN on the maximum duration of engagement by the EEAS.(4) All the eligibility criteria must be met on the closing date for applications to this post.(5) OJ C 263, 26 July 2023, p.16. Seniority level Entry level Employment type Contract Job function Administrative Industries International Affairs #J-18808-Ljbffr