Saturday, February 13, 2021

Information Management Assistant, FG III. EEAS, Brussels. Open until 22 February 2021


EEAS Vacancy Notice Contract Agent FGIII – Information Management Assistant EEAS - Headquarters - job n° 357806

03/02/2021 - 14:53
Contract agents

Please send your CV and cover letter (with your EPSO CAST number) via email to - Deadline for applications: 22/02/2021 at 18.00 (CET).

We are

The European External Action Service (EEAS) 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:

  1. 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.
  2. 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.
  3. 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.

The Sector supports also the document management aspects of the deployment of the RESCOM IT tool, for the management of EU restricted documents.

We propose

The position of Information Management Assistant 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).

We look for

The contract agent will:

  • Contribute to the development and implementation of the corporate Information Management Strategy as a coherent ensemble that integrates collaboration, records management, archives, knowledge management and digital preservation;
  • Contribute to a consistent document management framework for unclassified, sensitive and restricted documents, paying special attention to flows between these three categories (declassification, review) and the related life-cycle management;
  • Contribute to draft clear guidelines addressing user needs for sensitive and restricted documents and ensure document management perspective in the framework of the RESCOM project;
  • Help manage the Information Management Committee;
  • Report to management on progress and outcomes of administrative activities;
  • Provide staff and management with information on procedural issues via Intranet and other channels such as collaborative platforms;
  • Provide training sessions, both at HQ and in delegations (by video-conferences and, when relevant, on the spot);
  • Ensure mentoring and / or coaching including answering related questions addressed by HQ or delegations to the relevant functional mailbox;

Legal basis

The 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

The successful candidate will be offered a contract agent position (Function group III); renewable contract for a maximum duration of 6 years (with a valid CAST exam).

Eligibility criteria

Candidates for this contract agent III post should:

  • (i) have passed a valid EPSO CAST in a valid FG for this post
  • (ii) be registered in the EPSO Permanent CAST in a valid FG for this post
  • 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 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 a very strong experience with document and information management tools;
  • have strong experience in handling sensitive and restricted information;
  • have a good knowledge and understanding of international standards in document and information management;
  • have a good knowledge of Document Management (e-Domec framework or similar)
  • have a good knowledge of the European Institutional domain and its regulatory framework, as related to document and information management;


  • experience in governance of collaborative platforms;
  • experience in formulating functional requirements for document/information management IT platforms

would be considered as assets.

Specific conditions of employment

The 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 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 sends e-mail) 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 Staff Regulations.

Application and selection procedure2

Please send your CV and cover letter (with your EPSO CAST number) via email to sends e-mail)

Deadline for applications: 22/02/2021 at 18.00 (CET).

Candidates shall draft their CV following the European CV form which can be found at the following internet address:

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. Please note that only shortlisted candidates will be informed about the outcome of the pre-selection phase.

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 Authorised 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

Post available01 February 2021


1 Staff Regulations of Officials (SR) and the Conditions of Employment of Other Servants of the European Union (CEOS). For reference, see

2 Your personal data will be processed in accordance with Regulation (EU) 2018/1725, as implemented by ADMIN(2019)8 Decision of the High Representative of the Union for Foreign Affairs and Security Policy. The privacy statement is available on the Europa website: ( and on the EEAS Intranet: (

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