Secretary - Contract Agent FGII - EEAS Headquarters – Job No 529188

European External Action Service; Brussel Hoofdstad; Hybrid; EUR 42,000 - 62,000; Full time

Job summary

The European External Action Service (EEAS) is seeking a Secretary for the Democracy and Electoral Observation Division at EEAS Headquarters in Brussels. The successful candidate will provide general secretarial and logistic support to the Deputy Head of Division and to the Division, handling diary, meetings, missions and events, and managing correspondence.

The role requires good organizational and communication skills, initiative, and the ability to work within a friendly, enthusiastic team.

Qualifications

• Experience in general secretarial tasks and administrative support.
• Strong organizational and communication abilities are essential.
• Proven ability to manage calendars, coordinate meetings and handle correspondence.

Responsibilities

• Provide efficient secretarial support to the division.
• Manage diary, meetings, visitors and briefing deadlines.
• Coordinate meeting logistics and room bookings.
• Register visitors and arrange accreditation for high-level visitors.
• Open and route mail in division mailbox; track deadlines and follow-up.

Skills

Secretarial skills

Organization

Communication

Calendar management

Tools

Ares

MIPS

Job description

Secretary - Contract Agent FGII - EEAS Headquarters – Job No 529188

20.10.2026 New opportunity

Teaser

WE ARE

The European External Action Service (EEAS) is the European Union’s diplomatic service. Since 2011, the EEAS carries out the EU’s Common Foreign and Security Policy (CFSP) to promote peace, prosperity, security, and the interests of the EU across the globe. It brings together European civil servants, diplomats fromEU Member States, national experts and local staff worldwide.

The EEAS supports the High Representative in the exercise of her mandate to steer the Union’s CFSP, including the Common Security and Defence Policy (CSDP), to represent the EU on issues relating to the CFSP and to chair the Foreign Affairs Council. It also supports her as Vice-President of the Commission with regard to her responsibilities within the Commission, 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.

The EEAS Headquarters are in Brussels. It is also responsible for the management of the network of 145 Union Delegations and Offices worldwide. These Diplomatic Representations play a vital role in representing the EU in the country where they are based, in promoting the values and interests of the EU, and in building networks and partnerships. They are responsible for all policy areas of the relationship between the EU and the host country/organisation.

The EEAS Division on Democracy and Electoral Observation (POL.MULTILATERAL.2) is the centre of expertise in the EEAS for democracy and electoral matters. It is responsible for the formulation of the EU's external policies in support of democracy and, together with the Service for Foreign Policy Instrument and in consultation with EEAS geographical departments, is responsible for planning and implementing the EU's election observation missions in Africa, Asia and Latin America (and in Kosovo).

WE PROPOSE

The position of Secretary in the Division in charge of Democracy and Election Observation contract agent FGII as per article 3b of the Conditions of Employment of Other Servants of the European Union (hereafter, the “CEOS”).

The tasks of the successful applicant will consist of providing general secretarial and logistic support to the Deputy Head of Division and to the Division.

He/she will be entrusted with the standard secretarial tasks: calendar maintenance, organisation of meetings, missions and events, registering visitors, ensure that deadlines for briefing contributions and other requests are met, etc.

The position involves regular contacts with other services of the EEAS and Commission.

Subject to having passed the CAST exam, 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.

PLACE and DATE OF EMPLOYMENT

LEGAL BASIS FOR RECRUITMENT TO THIS POSITION

The vacancy is to be filled in accordance with the conditions stipulated under the CEOS, in particular Article 82 thereof.

WE LOOK FOR

We are looking for a motivated and responsible colleague who should have good organisational and communication skills, a sense of initiative and should enjoy working as a member of a very friendly and enthusiastic team. He/she will be entrusted with the following main tasks:

provide efficient secretarial support;

• carry out various administrative tasks such as diary-keeping, filtering telephone calls, filing and ordering supplies, dealing with correspondence;

document management: registration of incoming and outgoing correspondence, including in Ares;

Provide logistical support for the organisation of meetings/briefings: reserve rooms, register visitors, request accreditation for high-level visitors and compile folders of working documents;

co-ordinate the creation, keeping up to date and retrieval of documents and data in the appropriate files or IT databases;

open mail in Division functional mailbox and reply/assign as necessary;

ensure the follow-up of briefing requests and the respect of deadlines;

organise missions (prepare mission orders and statements of expenses in MIPS, book travel and accommodation, etc.);

back-up to the other Secretary of the Division.

Eligibility criteria

Further to the conditions set out in Article 82 of the CEOS, candidates must:

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 ( https