Directorate Assistant

European Defence Agency
  • Location
    Brussels, Belgium
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Jul 30

Position description

Directorate: Corporate Services Directorate
Contract type: Temporary agent
Group: N.A.
Grade: AST4
Indicative starting date: 01/11/2020
Level of Security Clearance: SECRET UE/EU SECRET
Management of staff: N.A.
Closing date for applications: 01/09/2020

The selection of candidates will follow the EDA Staff Recruitment Procedure. Candidates must apply for this post via the EDA website - vacancies. Please note that to make an EDA on - line application you will need to create your EDA profile using a valid e - mail address and a password.


The European Defence Agency was established on 12 July 2004, and is governed by Council Decision (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 and Defence 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: Industry, Synergies and Enablers (ISE); Capability, Armament & Planning (CAP); Research, Technology and Innovation (RTI).


The Agency is an “outward-facing” organisation, constantly interacting with its shareholders, the participating 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.


The Corporate Services Directorate (CSD) provides critical business support to EDA operations by delivering high-quality corporate services under 5 dedicated units, namely: Human Resources; Procurement and Contract Management; Finance; IT and Information Management together with Security and Infrastructure Management. Additionally, the EDA Legal Team provides legal, data protection and institutional advice and checks to its management relating to the fulfilment of Agency objectives. The EDA Programme Manager and Corporate Projects Officer provides a leadership role in, and a focal point for, good practice in Project, Programme and Risk Management. Finally, the Record Manager is responsible for the effective and appropriate management of information produced and/or received by the organisation.

CSD processes are geared towards efficient and optimal use of resources, leveraging good practice and technological solutions while ensuring sound financial management, transparency and accountability; outward focus and commitment to continuous improvement are the hallmarks of CSD.


Under the supervision of the Corporate Services Director, the jobholder will be responsible for the following activities:

General administrative tasks

  • perform administrative tasks related to the activities of the Corporate Services Directorate;
  • manage calendar, appointments and incoming calls and order office supplies;
  • handle correspondence, prepare PowerPoint presentations and take minutes of meetings as required (e.g. ICT Committee);
  • facilitate internal communication within the Agency as well as outside the service.

Coordination, monitoring and reporting

  • Support the coordination, preparation and follow up of:
    • Agency Management Board decisions with impact on the CSD Directorate;
    • horizontal activities such as tasks related to the Internal Control Framework and audits;
    • Monthly "Tableau de Bord".
  • Support the monitoring and reporting on the implementation of the Directorate budgets and make arrangements for missions.

Financial management

  • act as data entry/financial initiator in support to the Finance Unit.

Document management

  • manage documents within the Corporate Services Directorate and develop SharePoint pages of the Corporate Services Directorate;
  • act as document management correspondent for horizontal CSD-related documentation.

The candidate may be asked to take on additional tasks as required in the interest of the service.

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


To be considered eligible to take part in this selection procedure, on the closing date for the submission of applications candidates must satisfy all the eligibility criteria as specified below:

  • be a national of a Member State participating in the Agency;
  • be entitled to his/her full rights as a citizen;
  • have fulfilled any obligations imposed on him/her by the laws concerning military service;
  • produce the appropriate character references as to his/her suitability for the performance of his/her duties (extract from the “judicial record” or certificate of good conduct will be requested prior to recruitment);
  • be physically fit to perform his/her duties;
  • have a thorough knowledge of one of the languages of the participating Member States and a satisfactory knowledge of another of these languages to the extent necessary to discharge his/her duties;
  • have no personal interest (financial, family relationship, or other) which could be in conflict with disinterested discharge of his/her duties within the Agency;
  • hold, or be in a position to obtain, a valid Personnel Security Clearance Certificate (national or EU PSC at SECRET UE/EU SECRET level). Personnel Security Clearance Certificate (PSCC) means a certificate issued by a competent authority establishing that an individual is security cleared and holds a valid national or EU PSC, and which shows the level of EUCI to which that individual may be granted access (SECRET UE/EU SECRET), the date of validity of the relevant PSC and the date of expiry of the certificate itself. Note that the necessary procedure for obtaining a PSCC can be initiated on request of the employer only, and not by the individual candidate;
  • 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 at least three years.

Only diplomas that have been awarded in EU Member States or that are the subject of equivalence certificates issued by the authorities in the said Member States shall be taken into consideration. In the latter case, the authority authorised to conclude contracts of employment reserves the right to request proof of such equivalence.


A. Essential

(1) Professional

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

  • at least five years of experience in similar duties;
  • very good administrative and secretarial skills, ability to work under pressure and meet tight deadlines;
  • experience in a multinational environment, especially in providing support to Senior Management;
  • very good coordination and time management skills;
  • excellent written and oral communication skills in English;
  • excellent working knowledge of MS Office.

(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:

  • a strong sense of duty and responsibility;
  • good organisational skills, with resilience and receptiveness to change in a rapidly evolving work environment;
  • accuracy and attention to detail;
  • ability to work in a team in a multicultural environment;
  • very good interpersonal skills;
  • customer service orientation;
  • ability to deal with confidential information.

B. Desirable

The following will be considered an advantage:

  • good knowledge of French;
  • prior experience in an EU Institution/Agency;
  • knowledge of ABAC;
  • knowledge of MS SharePoint;
  • advanced knowledge of Excel for reporting purposes;
  • Knowledge of Office 365.


The Directorate Assistant 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 his/her independence.

Application instructions

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