Friday, December 29, 2017

2 Archivists (Contract Agent GF III). EEAS, Brussels. Open until 18 January 2018

EEAS Vacancy Notice Contract Agent III – Archivists

We are:
The European External Action Service (EEAS), which supports the work of the High Representative in defining and implementing an effective and coherent EU foreign policy. The EEAS supports her tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in her capacity as Vice President of the Commission with regard to her responsibilities within the Commission in the external relations field including the coordination of other aspects of the EU’s external action. The EEAS works in close cooperation with Member States, the Council and relevant services of the European Commission.
Within the EEAS, the Information and Document Management Sector is responsible for assisting the EU's network of 139 Delegations worldwide to achieve and maintain outstanding document management and archives standards that ensure traceability and retrievability of records and archives.
We propose:
Two positions of Archivists in the Information Management Sector.
Key responsibilities of the position will in particular entail:
  • Contribute to the implementation and follow-up of archiving, document management and related areas in HQ
  • Assist with developing archiving and document management procedures, including internal planning, co-ordination and reporting
  • Ensure application of the rules and of the concepts (Internal Rules as applied in the EEAS, life cycle concept, etc.) concerning in particular registration, filing, conservation and transfers of documents (both paper and electronic).
  • Conduct conceptual reflections and assist with developing archiving procedures, in the framework of the decentralised archiving policy implemented in the EEAS.
  • Assist colleagues and services in order to implement procedures, norms and methods to process and access internal information and documents.
  • Follow up, coach and control the procedure of transfer of archives from HQ and delegations to the historical archives in close cooperation with the Historical Archives Service of the Commission, the network of  Document Management Coordinators in HQ and DMOs in delegations
  • Report to management on progress and outcomes of administrative activities
  • Provide staff and management with information on procedural issues via Intranet and other channels
  • Contribute to handbooks concerning the internal procedures
  • Organize and supervise the network of Document Management Coordinators and DMOs in Delegations on archival issues
  • Provide training sessions, both at HQ and in delegations (by video-conferences and, when relevant, on the spot)
  • Ensure mentoring and / or coaching; answer to all e-Domec related questions addressed by HQ or delegations to the relevant functional mailboxes.
  • Initiate and co-ordinate collaboration with colleagues and services in order to develop and implement homogeneous and compatible procedures, norms and methods to organise, preserve and make accessible internal information and documents

We look for:

Candidates for this contract agent III post should:
(i) have passed a valid EPSO CAST in FG III ; or
(ii) be registered in the Call for expressions of interest  for contract staff -function group III in generalist profiles (AMI -EU CV on line). or
Please note that under current General Implementing Provisions (GIPs) contract agents may be recruited via the call of expression of interest- AMI. However, after the entry into force of the new GIPs (March 2018 tbc) all candidates will have to be registered in the EPSO PERMANENT CAST and will have to successfully pass the tests in order to be eligible for recruitment.
  • a post-secondary education attested by a diploma, or
  • a secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three years with exposure to archival matters.
  • have the capacity to work in languages of CFSP and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset.


Candidates should:
  • have an excellent ability to maintain interpersonal relations and to ensure communication in a complex, multi-cultural environment;
  • be committed to customer service and passionate about promotion of excellent archival practices within the EEAS;
  • have extensive experience with the corporate recordkeeping tool of the EEAS, ARES
  • experience of working in a team in multi-disciplinary and multi-cultural environment; and
  • experience developing retention schedules; and  
  • experience in the archives service of a European Institution or other international organisation
would be considered as strong assets.


Brussels, Belgium


Contract agent position (Function group III); renewable contract for a maximum duration of 6 years (with a valid CAST exam).
Starting date :  01.03.2018 TBC  
Interviews will be scheduled in the second part of January 2018 (only short listed candidates will be contacted).
Deadline for sending application . Please send your cv and cover letter to Mr. Gustavo CASTANER MARQUARDT (  by 18/01/2018.

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