204a - Project Officer Contracted Services

European Defence Agency; Brussel Hoofdstad; Sur place; EUR 70 000 - 90 000; Plein temps

Résumé du poste

European Defence Agency (EDA) in Brussels is seeking a Project Officer for Contracted Services. The role focuses on managing the AIRMEDEVAC project and related contracted services for participating Member States and EU operations, from requirements through procurement, evaluation, and closure.

The successful candidate will oversee governance, budget planning, and performance monitoring while coordinating with stakeholders to ensure objectives are met and risks are mitigated.

Qualifications

• University degree or equivalent in a field relevant to the post.
• At least seven years of relevant professional experience.
• Proven experience in managing complex projects and service contracts with multiple stakeholders internationally.
• Experience in procurement and contract management; tender specifications and contract monitoring.
• Experience in financial management: budget planning, invoices and reporting.
• Good understanding of aeromedical evacuation and related services.
• Strong knowledge of the EU security and defence environment and EDA's role.
• Excellent written and spoken English with strong drafting skills.

Responsabilités

• Lead and manage contracted services for EDA projects.
• Oversee lifecycle of contracts from user requirements to procurement documentation and closure.
• Coordinate budget planning, funds allocation, and financial monitoring for contracts.
• Maintain relationships with Member States, EU stakeholders, service providers and partners.
• Prepare governance documents: PMG meetings, briefs, minutes and action tracking.
• Monitor service delivery and contract performance; identify risks and corrective actions.
• Contribute to development of new contracted services and market engagement.
• Maintain accurate project records and support knowledge management.

Connaissances

Project management

Contract management

Procurement

Financial management

Aero Medical evacuation

EU security and defence

English proficiency

Formation

University degree in a relevant field

Description du poste

204a - Project Officer Contracted Services

Contract type: Seconded National Expert

Directorate: Procurement, Support, Industry & Interoperability Directorate (PSII)

Group: N.A.

Grade: AD9/AD10

Level of Security Clearance: SECRET UE/EU SECRET

Management of staff: N.A.

Location: Brussels

Closing date for applications: 12/01/2027

The European Defence Agency (EDA) was established on 12 July 2004, and isgoverned by CouncilDecision (CFSP) 2015/1835 defining the statute, seat and operational rules of the European Defence Agency. The Agency has its headquarters in Brussels.

The main task of EDA is to support the Council and the Member States in their effort to improve the Union's defence capabilities in the field of crisis management and to sustain the Common Security andDefence Policy (CSDP) as it currently stands and as it develops in the future.

The Agency is structured into four directorates. The Corporate Services Directorate (CSD) and three operational directorates:Capability, Armament & Planning (CAP); Procurement, Support, Industry & Interoperability (PSII); Research, Technology & Innovation (RTI).

2. THE AGENCY'S WAY OF WORKING

The Agency is an “outward-facing” organisation, constantly interacting with its shareholders, the Member States, as well as with a wide range of stakeholders. It works in an integrated way, with multi-disciplinary teams representing all of the Agency’s functional areas, to realise its objectives. Its business processes are flexible and oriented towards achieving results. Staff at all levels need to demonstrate the corresponding qualities of commitment, flexibility, innovation, and team-working; to work effectively with shareholders and stakeholder groups, formal and informal; and to operate without the need for detailed direction.

3. THE PROCUREMENT, SUPPORT, INDUSTRY & INTEROPERABILITY DIRECTORATE (PSII)

The Procurement, Support, Industry & Interoperability Directorate(PSII)supports a range of activities critical to collaborative defence capability development in Europe and the strengthening of its EDTIB.

The PSII Directorate supports Member States by conducting collaborative procurement of off-the-shelf defence equipment and services for their benefit. It also supports Member States in addressing the implications of EU legislation and policies for the defence sector, including REACH, Single European Sky (SES), funding instruments, and procurement legislation and policy. It also analyses developments influencing the European defence industry and security of supply. The Directorate is also responsible for activities supporting defence cooperation and interoperability, including airworthiness, standardisation, certification, test and evaluation, and education and training. It also supports CSDP operations, missions and EU Battlegroups.

The PSII Directorate comprises:

• PSII Coordination and Management Office supports Member States in the adoption of new legislation and policies and supports internal coordination within and between the Directorate and the Agency’s other directorates;
• Collaborative Defence Procurement Centre (CDPC) manages the collaborative procurement of off-the shelf defence equipment and services for the benefit of Member States and EU operations and missions, and provides procurement management and regulatory expertise to the Agency and Member States;
• Wider EU Policies Support Unit engages industry in the activities of the Agency, performs strategic analyses of the defence industry and supply chains, and monitors the impact of EU policies on the defence sector, ranging from legislation (REACH, single European Sky) to funding instruments;
• Interoperability Support Unit supports defence cooperation and enhances interoperability through the development of harmonised safety and certification requirements, identification of best practice standards, networking of test and evaluation capabilities, and facilitation of common training initiatives.

4. DUTIES

Under the supervision of the Head of Sector for Contracted Services, the Project Officer Contracted Services will be responsible for / contribute to the following activities:

• manage the EDA AIRMEDEVAC project and related contracted services in support of participating Member States and Common Security and Defence Policy missions and operations, ensuring effective project governance and service delivery;
• manage the full lifecycle of framework and specific contracts, from the identification and consolidation of user requirements to the preparation of procurement documentation, evaluation support, contract implementation, performance monitoring and administrative closure;
• coordinate the operational, contractual and financial implementation of specific contracts, including budget planning and monitoring, calls for funds, allocation of funds, verification of supporting documents, invoice processing and reporting;
• maintain close working relationships with contributing Member States, end users, relevant European Union stakeholders, service providers and other partners, acting as a focal point for the timely resolution of contractual and operational issues;
• prepare and coordinate project governance activities, including Project Management Group meetings, briefings, decision documents, presentations, minutes, action tracking and follow‑up with stakeholders;
• monitor service delivery and contractual performance, identify risks and corrective actions, and coordinate EDA follow‑up in the event of operational changes, incidents or other unplanned developments affecting contract execution;
• contribute to the development of new contracted solutions in support of operations and missions, including market engagement, business‑case development, requirements definition and coordination with the relevant EDA support functions;
• ensure accurate, traceable and up‑to‑date project records and contribute to lessons learned, process improvement, knowledge management and internal coordination across the Contracted Services function;
• ensure timely support to end users and the effective resolution of issues affecting contract performance, including those encountered by service providers, and provide support outside standard working hours when required by operational needs;
• take on additional tasks as required in the interest of the service.

Duties may evolve according to the development of EDA’s structure and activities, and the decisions of EDA management.

5. CONDITIONS FOR SECONDMENT

In accordance with the Rules applicable to national experts and military staff on secondment to the European Defence Agency (Council Decision (EU) 2016/1352), Seconded National Experts are seconded to the Agency while remaining in the service of their national employer and continue being paid their national salary by that employer.

Therefore, to be considered in the selection process, candidates for SNE posts must be sponsored by their national authorities. Confirmation is required in the form of a letter of sponsorship addressed to the Agency as far as possible by the closing date for the receipt of applications and in any case before a decision is taken by EDA on the candidate to be selected for a secondment.

The Rules are available on the EDA website http://www.eda.europa.eu - vacancies.

To qualify for secondment to the Agency, experts shall:

• have worked for their employer on a permanent or contract basis for at least 12 months before their secondment;
• remain in the service of their employer throughout the period of secondment and continue to be paid by that employer;
• have at least three years' full‑time experience in defence, administrative, scientific, technical, operational, advisory or supervisory functions relevant to the performance of the duties assigned to them. Before the secondment, the employer shall supply the Agency with a statement of the expert's employment covering the previous 12 months;
• be nationals of a participating Member State or falling within the provisions of the second paragraph of Article 1 of Council Decision (EU) 2016/1352 of 4 August 2016;
• have a thorough knowledge (minimum level C1 oral and written) of one official language of one of the participating Member States and a satisfactory knowledge (minimum level B2 oral and written) of another of these languages for the performance of their duties.

For native English speakers, your ability to communicate in another EU language will be tested during the selection process. To assess your foreign language levels, see: https://europa.eu/europass/en/common-european-framework-reference-language-skills

6. SELECTION CRITERIA

(1) Professional

The candidate will be required to demonstrate that he/she has:

• a university degree (or equivalent academic degree) in a field relevant to the post;
• at least seven (7) years of relevant professional experience;
• proven experience in the management of complex projects and service contracts involving multiple stakeholders in an international or multinational environment;
• proven experience in procurement and contract management, including the preparation of tender specifications or equivalent contractual documentation and the monitoring of contract implementation;
• proven experience in financial management, including budget planning and monitoring, verification of invoices or supporting documents, and financial reporting;
• good understanding of aeromedical evacuation, aviation support services or comparable operational support services, including the challenges associated with service delivery in operational environments;
• good knowledge of the EU security and defence environment, including CSDP and the wider international defence environment, and a good understanding of EDA’s role and activities relevant to the post;
• a very good command of written and spoken English, with strong drafting and briefing skills.

(2) Personal

All staff must be able to fit into the Agency's way of working (see para. 2). Other attributes important for this post include:

• ability to work in a team and independently in his/her area of responsibility;
• ability to work effectively in a multinational environment;
• reliability and capacity to work under pressure with little supervision;
• good communication, coordination and organisational skills;
• strong analytical and problem‑solving skills;
• excellent interpersonal and negotiation skills;
• results‑orientation and strong motivation;
• flexibility and innovativeness;
• genuine commitment to the Agency's objectives.

The following will be considered an advantage:

• hold a recognised project management or contract management qualification;
• professional experience related to AIRMEDEVAC, fixed‑wing or rotary‑wing aviation services, medical support to operations, or comparable contracted operational services;
• understanding of EDA activities relating to contracted services in support of military and civilian operations and missions, or knowledge of European public procurement rules;
• experience of supporting organisational or process change and of developing new service‑delivery solutions.

7. INDEPENDENCE AND DECLARATION OF INTEREST

The selected candidate will be required to make a declaration of commitment to act independently in the Agency’s interest and to make a declaration in relation to interests that might be considered prejudicial to their independence.

8. APPOINTMENT AND CONDITIONS OF EMPLOYMENT FOR SECONDED NATIONAL EXPERTS (SNE) AT EDA

The Project Officer Contracted Services will be appointed by the Chief Executive.

Secondment will be as a member of the Seconded National Expert staff of the Agency for a three‑year period. Renewal is possible within the limits set out in the EDA SNE Rules. The successful candidate will be seconded as AD09/AD10 equivalent.

Applications are invited with a view to establish a reserve list for the post of Project Officer Contracted Services at EDA. This list will be valid until 31/12/2028, and may be extended by decision of the Chief Executive. During the validity of the reserve list, successful candidates may be offered a secondment in EDA according to their competences in relation to the specific requirements of the vacant post. Inclusion on the reserve list does not imply any entitlement of secondment to the Agency.

9. EQUAL OPPORTUNITIES

EDA is an equal opportunities employer and accepts applications without distinction on the grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.

11. DATA PROTECTION

EDA will not accept any phase of the selection & recruitment process prepared or assisted, in whole or in part, by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat GPT or other language generating tools.

EDA reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such tools may be rejected without further consideration at EDA’s sole discretion, and EDA reserves the right to take further steps in such cases as appropriate.

Please note that EDA will not return applications to candidates. The personal information EDA requests from candidates will be processed in line with Regulation (EU) N° 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices, and agencies and on the free movement of such data, and repealing Regulation (EC) 45/2001 and Decision No. 1247/2002/EC.

The purpose of processing personal data which candidates submit is to manage applications in view of possible pre‑selection and recruitment at EDA. More information on personal data protection in relation to selection and recruitment can be found on the EDA website: http://www.eda.europa.eu/jobs/dataprotection