Vacancy notice – Job title: Secretary to the Director

Position

Secretary to the Director/Deputy Managing Director (DMD) – Contract Agent FGII (Article 3b of the Conditions of Employment of Other Servants of the European Union). The role is based at EEAS Headquarters, Brussels, Belgium, with a post available from 1 September 2026.

Duties

• Provide efficient secretarial support to the DMD.
• Manage the DMD’s agenda, diary and travel arrangements.
• Coordinate administrative and financial procedures, ensuring compliance with EEAS rules.
• Organise missions, meetings, events and incoming visits using the MIPS application.
• Handle correspondence, including filing, registration of incoming/outgoing mail and management of functional mailboxes.
• Maintain document management systems (Ares, Hive) and support briefing file preparation.
• Support the DMD in human‑resources processes and act as backup for the Secretary to the Managing Director and the administrative assistant when needed.
• Facilitate communication within the Africa Department, EEAS and external partners.

Qualifications and Selection Criteria

Applicants must meet the following eligibility criteria:

• Have a valid EPSO CAST in a valid function group for this post or be registered in the EPSO Permanent CAST; passing the CAST exam is required if not already achieved.
• Hold a post‑secondary education diploma or a secondary education diploma that provides access to post‑secondary education and at least three years of relevant professional experience.
• Be able to work in English and French, the languages of the CFSP and external relations.
• Be a national of an EU Member State and enjoy full EU citizenship rights.

Selection will be based on the following criteria:

• Proven secretarial experience; experience in external relations is an asset.
• Experience handling classified and sensitive information.
• Strong organisational and multitasking skills, with ability to adjust to changing priorities.
• Excellent computer skills (MS Office) and knowledge of standard administrative procedures.
• Good interpersonal and team‑working skills, flexibility for long working hours, and presence‑mode availability.
• Very good fluency in English and French.
• Experience in a multi‑disciplinary, multi‑cultural environment, including work with EU institutions or delegations.
• Understanding of the African context and exposure to diplomacy are strong assets.

Conditions of Recruitment and Employment

• Applicants must declare any potential conflict of interest.
• Contract is for an initial one‑year period, renewable up to six years, subject to CEOS limits.
• Medical clearance is required, unless the candidate is a current EEAS temporary agent.
• The position requires a Personnel Security Clearance (PSC) at the SECRET UE/EU SECRET level; candidates must obtain or hold a valid PSC under national regulations.

Equal Opportunities

The EEAS promotes a dynamic, respectful and inclusive service. Gender equality, diversity and the avoidance of any discrimination are core values. The Service welcomes all qualified candidates, including those with disabilities, and provides reasonable accommodation in accordance with Article 1(d)(4) of the SR.

All selected candidates are expected to adhere to the Principles of Professional Behaviour of the EEAS, which outline integrity, transparency, respect, professionalism and accountability, and call for zero tolerance of any form of harassment.