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Vacancy notice – Job title: Secretary to the EU Permanent Representative to the OSCE and the OSCE Section
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Vacancy notice – Job title: Secretary to the EU Permanent Representative to the OSCE and the OSCE Section

07.10.2025 New opportunity

Teaser

WE LOOK FOR

The Secretary/Assistant will be required to provide general administrative and secretarial support as well as document management services to the OSCE Section and the Ambassador/Deputy Head of Delegation/EU Permanent Representative to the OSCE

Text

WE PROPOSE

The position of Secretary to the EU Permanent Representative to the OSCE and the OSCE Section, contract agent

FGII as per article 3a of the Conditions of Employment of Other Servants of the European Union (hereafter, the

“CEOS”).

WE LOOK FOR

The Secretary/Assistant will be required to provide general administrative and secretarial support as well as document management services to the OSCE Section and the Ambassador/Deputy Head of Delegation/EU Permanent Representative to the OSCE.

Eligibility criteria

According To The Conditions Set Out In Article 82 Of The CEOS And In Article 2 Of The Commission Decision C(2017)6760 Final5, Which Is Applicable To The EEAS By Virtue Of The Decision ADMIN(2018) 4 Of The High Representative, In Order To Be Eligible For This Post Of Contract Agent FG II, Candidates Must

  • have passed a valid EPSO CAST in FG II; or be registered in the EPSO Permanent CAST for FG II

(https://epso.europa.eu/en/job-opportunities/open-for-application). In the latter case, while the registration will render 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; - - - meet the minimum qualifications for engagement as contract agent FG II:

(i) Have a level of post-secondary education attested by a diploma; or

(ii) a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years; or

(iii) where justified in the interest of the service, professional training or professional experience of an equivalent level (related to the nature of the tasks and qualifications indicated in the job description).

  • have the capacity to work in languages of 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 EU and enjoy full rights as a citizen.

Additional eligibility criteria in case of an internal call for expression of interest:

  • Be an EEAS contract agent in the function group concerned by the call for expression of interest;

AND

  • Having been recruited under Article 3b of the CEOS and assigned to the EEAS Headquarters for no less than 3 years;

OR

  • Having been recruited under Article 3a of the CEOS and temporarily assigned to the EEAS Headquarters for at least 2 years.

Selection criteria

  • Proven pertinent experience as Secretary/Assistant:
  • to a Head of Delegation, a Director or a Head of Division (senior or middle management) will be considered as an asset;
  • in external relations will be considered as an asset;
  • with Secretarial/Assistant activities/techniques
  • with knowledge on how to apply Institution’s administrative rules and procedures will be considered as an asset;
  • with filing methods and knowledge of document management systems;
  • with sound computer skills (word processing, spreadsheets, presentation systems, internet, e-mail and other IT tools);
  • handling secure communications and classified information.
  • General skills and competences – Capacity to assure quality, speed and accuracy in performing a diversity of tasks in a very difficult, complex, and high-risk multicultural environment without constant supervision; – Ability to work under pressure and to respond quickly to new demands; – Ability to communicate information clearly and effectively and to focus on priorities; – Capacity to be able to work as part of a team as well as with a degree of autonomy; – Sense of initiative, responsibility, discretion, organisation and innovation; – Ability to deal with confidential matters professionally; – Ability to deal helpfully and courteously with people; – Ability to organise social events, taking into account protocol and procurement rules; – Ability to work in a different socio-cultural environment and to adapt quickly to evolving situations; – Flexible and assertive.
  • Working languages – Capacity to work in languages of the CFSP and external relations necessary for the performance of their duties (EN and FR);
  • Knowledge of other EU languages (especially German) will be considered as an asse

POSTING POLICY

EEAS career development policy places the need for staff to develop a mix of competences at its core, e.g. working in various fields of expertise and responsibilities in the course of a person's career, including postings at Headquarters and Delegations.

Contract staff in Delegations is usually posted for 2, 3, 4 or 6 years in a given EU Delegation. Call for interest to apply for postponement or early mobility will be launched annually prior to the publication of the mobility exercise. Staff are reminded that extension and early mobility are not a right.

Contract staff assigned to a post where the living conditions allowance (LCA) determined in accordance with Article 10 of Annex X to the Staff Regulations of Officials of the EU (SR) is 30% or 35% may participate in the mobility exercise after 4 years.

Contract staff assigned to a post where the LCA is 40% may participate in the mobility exercise after 3 years.

Contract staff assigned to a non-family post may participate in the mobility exercise after 2 years.

For candidates currently posted in compound-confined, non-family posting, please refer to Article 6, point 2(g) of the Decision ADMIN(2021) 221.

Within the mobility exercise, contract staff may be temporarily assigned to the EEAS

Headquarters in Brussels; such assignment shall remain exceptional and depends on the

availability of posts. The assignment shall be for no less than two years, unless a derogation

is granted by the Head of the Division RM.BHR.3 ‘Selection and Recruitment’ in the interest of the service.

The assignment shall be for no more than four years, in accordance with Article 118 of the

CEOS and Article 3 of Annex X to the SR. The member of contract staff temporarily assigned to the EEAS Headquarters shall be included in the mobility exercise in time to be reassigned to a Union Delegation before he/she reaches the maximum period of 4 years.

Candidates currently in the EEAS Headquarters are expected to have served at least three years in the Headquarters by the expected time of posting in Delegation. Derogation to this rule may only be granted by the competent Authority Authorised to Conclude Contracts of Employment (AACC) in the interest of the service.

External candidates may also apply to any vacancy position published for posts in Delegations.

It is in the interest of the service to ensure that staff members in Delegations are able to complete full postings before reaching the age of retirement. Before taking any final decisions on nominations, the competent AACC will ensure on a case-by-case basis, in accordance with the SR and CEOS, that the successful candidates will indeed be able to complete the relevant full posting for the post for which they are selected. As stated in Article 6(2)(a) of the Decision ADMIN(2020) 35, applications from candidates not fulfilling this requirement will be examined by the AACC for exceptional and justified reasons and in the interest of the services.

CONDITIONS OF RECRUITMENT AND EMPLOYMENT

CONFLICT OF INTEREST AND SECURITY RISKS

As a matter of policy, applications of individuals who have the dual nationality of the host country or whose family member has the nationality of the host country will be considered eligible for a posting in that host country only as a positive result of a case-by-case assessment. In that regard, the EEAS examines if there could be a conflict of interest and a risk of a possible refusal by the host country to grant diplomatic immunity to the staff member and or his/her partner and/or family, as well as possible security risks.

In this context, candidates shall fill in with their application a declaration of potential conflict of interest (see the annex to this vacancy notice)

PERSONNEL SECURITY CLEARANCE

The requested level of security clearance for this post is: SECRET UE/EU SECRET. A description of the EU classified information levels is available under Article 2 of Annex A of the Decision ADMIN(2023) 18 on the security rules

of the EEAS7.

The selected candidate should hold, or be in the position to obtain, a valid Personnel Security Clearance (PSC)8 issued by the competent authority of the Member State concerned.

Candidates who do not already have a valid PSC will be required to go through the security clearance vetting procedure of their Member State to obtain this clearance in accordance with national laws and regulations and with the procedure laid down in the Decision ADMIN(2019) 7 of the Director General for Budget and Administration of the EEAS on Security Clearance Requirements and Procedures for the EEAS9 and in Annex A I of the Decision ADMIN(2023) 18 on the security rules of the EEAS. Until the PSC is issued by the competent authority of the Member State concerned, the selected candidate will not be authorised to access EUCI at the

level of CONFIDENTIEL UE/EU CONFIDENTIAL or above, or to participate in any meetings or workflow where EUCI is processed.

Please note that the necessary procedure for obtaining a PSC can be initiated on request of the employer only, and not by the individual candidate.

In case of failure to obtain or renew the required PSC, the AACC may take the appropriate measures in accordance with Article 3(3) of the Decision ADMIN(2019) 7.

MEDICAL CLEARANCE

The signature of the contract will be subject to prior favourable opinion of the Medical Service. On that occasion, the candidate should indicate any serious health problems or requirements for specialised medical treatment for themselves and/or for the individuals who will accompany them. If staff members withhold such information they will not benefit from a reimbursement by the institution of certain costs, e.g. expenses relating to medical evacuation, or to a return to Headquarters in the case of early mobility.

Prior to recruitment, the successful candidate will be contacted by our services in order to fulfil the relevant medical requirements for the post as appropriate, including a psychological assessment which the AACC reserves the right to request.

Other

Candidates are deemed to be fully aware of the provisions of Annex X to the Staff Regulations, which applies to staff serving in Delegations located outside the EU, regarding their rights and obligations (i.e. leave entitlements, allowances, reimbursement of expenses, social security benefits).

Candidates are deemed to be fully aware of the local living conditions, including inter alia information concerning security, health care, education, social acceptance of sexual orientation, employment opportunities for spouses and the accommodation provided (Annex X to the SR, Article 5 or 23), before applying. Candidates are strongly encouraged to consult the relevant Country Post reports which are available from the Division RM.01 ‘Coordination’: [email protected]

All postings will in principle be aligned with the mobility cycle and have the 31 August of a given year as end date.

Successful candidates shall participate in all compulsory pre-posting training. All posts in an EU Delegation require the successful completion of BASE, a security e-learning. The ‘Hostile Environment Awareness Training’ (HEAT) is compulsory before taking up duty/going on mission in some countries. The EEAS will provide the selected candidate with that possibility in case she or he has not yet followed the training.

EQUAL OPPORTUNITIES

The EEAS is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EEAS is committed to promoting gender equality and to preventing discrimination on any grounds. It actively welcomes applications from all qualified candidates from diverse backgrounds and from the broadest possible geographical basis amongst the EU Member States. We aim at a service which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.

Candidates with disabilities are invited to contact the Functional mailbox CONTRACTAGENTS-

[email protected] in order to accommodate any special needs and provide assistance to ensure the possibility to pass the selection procedure in equality of opportunities with other candidates. If a candidate with a disability is selected for a vacant post, the EEAS is committed to providing reasonable accommodation in accordance with Art 1d(4) of the SR.
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