Policy Officer in the Information and Document Management Division, Brussels, Belgium

## Policy Officer in the Information and Document Management Division, Brussels, Belgium - Organization:European External Action Service (EEAS) - Office:EEAS in Brussels 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 from EU 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 networkof 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. Within the EEAS, the Division "Information and Document Management" 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 Division carries out these tasks by working on the domains of information, records and archives management with the support of three dedicated teams. Furthermore, we are coordinating the meetings of the Information Management Committee (IMC) to support the implementation of the EEAS Information Management Strategy. The position of a Policy Officer in the Division for Information and Document Management. This position is classified as an "Administrator" type of post1in the grade AD 7. As temporary agents under Article 2(b) of the Conditions of Employment of Other Servants (hereafter, the "CEOS"), the duration of the assignment to the post shall, in principle, be four years dependent on the maximum duration of engagement in the EEAS allowed by their type of contract2. PLACE and DATE OF EMPLOYMENT EEAS Headquarters, Brussels,Belgium Post available: immediately LEGAL BASIS FOR RECRUITMENT TO THIS POSITION The successful candidate for this position will be appointed in accordance with Article 29(1)(a) and Article 98(1), second subparagraph, of the Staff Regulations (SR) and Article 2(b) of the CEOS. Under the authority of the Head of Division, the successful candidate will: - contribute to the implementation of the EEAS' Information Management Strategy and the EEAS Records Management and Archives Policy (ERMA); - contribute to the development of policies, procedures and related documents; - carry out related monitoring and reporting; - and represent the EEAS in related groups and fora. Eligibility criteria3: In addition to the conditions set out in Article 12 of the CEOS, candidates must: - Have the capacity to work in the languages of the CFSP and external relations (English and French); - possess a level of education: - which corresponds to completed university studies attested by a diploma when the normal period of university education is four years or more, OR - which corresponds to completed university studies attested by a diploma and relevant professional experience of at least one year when the normal period of university education is at least three years. - have at least 6 years full-time professional experience. This experience must have been gained after obtaining the four-year diploma or after obtaining the three-year diploma and the one-year relevant professional experience.Candidates who, at the time of the application, are EU officials, independently of their administrative status under Article 35 of the SR, cannot request to be recruited as temporary agents and are ineligible.Selection criteria:Candidates should have:an excellent ability to maintain diplomatic relations and to ensure representation, communication in a complex, multicultural environment;an excellent capacity to create constructive working relations with national authorities, civil society, international organizations and EU Member States;strong drafting, communication and analytical skills combined with sound judgement;excellent knowledge of the EU's internal and external policies and instruments, and of the functioning of the Union and its inter-institutional framework;excellent knowledge of information management policies and related standards.Furthermore experience with:policies and standards related to the implementation of Artificial Intelligence;drafting and implementation of administrative policies;monitoring and reporting in a horizontal service;would be considered assets.TYPE AND DURATION OF CONTRACT FOR NEW TEMPORARY AGENTSThe successful candidate will be offered a contract of temporary agent under Article 2(b) of the CEOS. Such contracts may not exceed 4 years in duration and can be renewed only once for a 2-year period, in accordance with Article 8, second indent, of the CEOS.All newly engaged temporary staff will be required to complete a probationary period of 9 months, in accordance with Article 14 of the CEOS.CONDITIONS OF RECRUITMENT AND EMPLOYMENTCONFLICT OF INTEREST AND SECURITY RISKSAs a matter of policy, applications by individuals who have dual nationality of which one of a non-EU country, will be considered on a case-by-case basis taking account in particular of the functions attributed to the vacant post. The EEAS also examines if there could be a conflict of interest or security risks.In this context, all candidates shall fill with their application a declaration of potential conflict of interest ( Annex I).MEDICAL CLEARANCEIf the successful candidate is not a temporary agent currently employed in the EEAS, he/she will be required to undergo a medical examination to ensure that he/she is physically fit to perform the duties.PERSONNEL SECURITY CLEARANCEThe requested level of security clearance for this post is: SECRET UE/EU SECRET. A description of the EU classified information levels is available under Article 2 of Annex A of theDecision ADMIN(2023) 18 on the security rules of the EEAS4.The selected candidate should hold, or be in the position to obtain, a valid Personnel Security Clearance (hereafter, the "PSC"5) issued by the competent authority of the Member State concerned.Candidates who do not already have a valid PSC will be required to go through the security clearance vetting procedure of their Member State to obtain this clearance in accordance with national laws and regulations and with the procedure laid down in the Decision ADMIN(2025) 42 on Implementing Rules and Procedures for Personnel Security measures for protection of EU Classified Information of 20 November 2025 and in Annex A I of the Decision ADMIN(2023) 18 on the security rules of the EEAS . Until the PSC is issued by the competent authority of the Member State concerned, the selected candidate will not be authorised to access EUCI at the level of CONFIDENTIEL UE/EU CONFIDENTIAL or above, or to participate in any meetings or workflow where EUCI is processed.Please note that the necessary procedure for obtaining a PSC can be initiated on request of the employer only, and not by the individual candidate.In case of failure to obtain or renew the