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 his tasks of conducting the EU's Common Foreign and Security Policy and chairing the Foreign Affairs Council. It also supports the High Representative in his capacity as Vice President of the Commission with regard to his 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 works to foster information management practices across the EEAS. Information is the raw material behind every one of our activities. Increasing our proficiency with information management will positively boost the overall performance of the whole institution.
The Sector carries out these tasks by means of three teams:
- Information Management. This team supports the implementation of the Information Management Strategy, an ambitious corporate Information Governance Framework approved by Senior Management in 2019 and that presents a complete roadmap towards better management of information through a strong culture of collaboration, the right information accessible to the right staff and preserving and securing information and knowledge.
- Document Management. This team supports the implementation of the e-Domec policy and the recordkeeping tool Ares through a network of Document Management Officers in Delegations and Document Management Correspondents in HQ.
- Archives. This team supports the currently decentralised network of archives. Project like the arrangement of DG BA archives through a team of external archivists pave the way for better management of our archival holdings in consistence with the e-Domec policy. The team also reflects on long-term digital preservation.
We propose:The position of Archivist in the Information and Document Management Sector - contract agent FGIII as per article 3b of the Conditions of Employment of Other Servants of the European Union (CEOS)1.
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
Legal basisThe vacancy is to be filled in accordance with the conditions stipulated under the Conditions of Employment of Other Servants of the European Union (CEOS). 1
Eligibility Criteria:Candidates for this contract agent III post should:
- - (i) have passed a valid EPSO CAST in FG III ; or
- (ii) be registered in the EPSO Permanent CAST in a valid FG for this post https://epso.europa.eu/apply/job-offers_en?keyword=&contract=37&grade=All&institution=101&location=All
- have a level of post-secondary education attested by a diploma or a level of secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of three year;
- have the capacity to work in languages of CFSP (EN and FR) and external relations necessary for the performance of their duties. Knowledge of other EU languages would be an asset.
- be a national of one of the member States of the European Union and enjoy full rights as a citizen.
Selection criteria: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
Specific conditions of employmentThe signature of the contract will be subject to prior favourable opinion of the Medical Service.
The successful candidate might be required to undergo security vetting if she or he does not hold already a Personal Security Clearance to an appropriate level, in accordance with relevant security provisions.
Equal opportunitiesThe External Action Service applies an equal opportunities policy.
Application and selection procedure2Please send your CV and cover letter (with your EPSO CAST number) via email to
(firstname.lastname@example.org (link sends e-mail)).
Deadline for applications 30/06/2020 at 18.00 (CET).
Candidates shall draft their CV following the European CV form which can be found at the following internet address:http://europass.cedefop.europa.eu/en/documents/curriculum-vitae.
Late applications will not be accepted.
The selection panel will make a pre-selection on the basis of the qualifications and professional experience described in the CV and motivational letter, and will produce a shortlist of eligible candidates who best meet the selection criteria for the post.
The candidates who have been preselected will be invited for an interview by a selection panel. The panel will recommend a shortlist of candidates for a final decision by the Authority Empowered to Conclude Contracts of Employment. The Authority may decide to interview the candidates on the final shortlist before taking this decision.
Place of employment: EEAS Headquarters, Brussels, Belgium
Place of employment
Post available: July 2020