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

EEAS Vacancy: Secretary to the Head of Division – HQ Contract Agent FGII – EEAS Headquarters – Job No. Job Title : Secretary to the Head of Division Location : Brussels, Belgium Date of Employment : 5 January 2026 Application Deadline : 23 January 2026 at 12:00 noon CET Contract Type : Contract Agent FGII (Function Group II), one‑year initial period, renewable up to six years. Overview The European External Action Service (EEAS) supports the High Representative in implementing the EU’s Common Foreign and Security Policy. The Budget and Post Management Division (RM.BHR.1) manages the EEAS budget and post administration. The Secretary to the Head of Division will provide secretarial and administrative support within this division. Responsibilities Provide efficient secretarial support to the Head of Division and other sectors of the Division when required. Manage functional mailboxes and the Head of Division’s Outlook calendar; respond to general enquiries and order office supplies. Organise Division missions using the MIPS+ application. Manage information flows, ensuring documents and tasks are correctly attributed, filed, and deadlines respected in systems such as ARES, Hive, Hello Admin, MIPS+, FMBs. Act as the Document Management Officer (DMO) contact point for the division. Assist in organising meetings with internal or external interlocutors, including on Webex, and in booking meeting rooms; prepare access requests for external visitors. Assist with the organisation of the Division’s internal meetings and social activities such as teambuilding or get‑togethers. Ensure the division’s intranet is up to date. Validate, on behalf of the Head of Division, applications for leave, time sheets and training in SYSPER 2 and eLearn. Occasionally intervene as initiating agent in SUMMA workflows. Perform any other tasks necessary for the smooth administrative running of the Division. Eligibility Criteria Passed a valid EPSO CAST in the appropriate function group or registered in the EPSO Permanent CAST (eligible for selection only if CAST is passed). Post‑secondary education, evidenced by a diploma, and at least three years of relevant professional experience. Proficiency in English and French (both written and oral) to perform duties. Nationality of an EU Member State and full EU citizenship rights. Selection Criteria Strong organisational and coordination skills. Motivated, service‑oriented, pro‑active. Sound computer skills (MS Office) and familiarity with IT applications such as ARES, MIPS/MIPS+, Sysper, Teams; openness to learn new ones (HR‑HUB, SUMMA). Experience with VTC tools, particularly Webex. Sound knowledge of administrative procedures. Ability to perform multiple tasks, prioritise, and meet deadlines. Excellent communication skills. Very good knowledge of oral and written English and French. Experience working in a multicultural, multi‑disciplinary environment and with other EU institutions (considered a strong asset). Conditions of Recruitment and Employment Applicants with dual nationality (one non‑EU) will be considered on a case‑by‑case basis, with a declaration of potential conflict of interest required. Medical clearance is required. The post is not currently identified as requiring Personnel Security Clearance; however, future changes may apply. Equal Opportunities The EEAS promotes gender equality and welcomes applications from all qualified candidates, including those with disabilities. Reasonable accommodation will be provided where required. Application and Selection Procedure Send your CV and cover letter (with EPSO CAST number) in English or French, together with the attached declaration of potential conflict of interest, via email to Reference the vacancy number ) in the subject line. Late applications will not be accepted. The selection panel will conduct a pre‑selection based on qualifications and experience, followed by interviews, possible written tests, and CAST examinations for non‑eligible candidates. Successful candidates may appear on a reserve list for up to one year. Privacy Statement : Your personal data will be processed in accordance with EU regulations (see #J-18808-Ljbffr