JOB DESCRIPTION

Vacancy Notice

Directorate B – Strategy and Policy

ECHO B1 – Contingency Planning, Analysis and Situational Awareness

Administrative Agent

Contract Agent FG II

Brussels, Belgium

Deadline for publication: 12/09/2025, by noon (Brussels time)

Job available from: 01/09/2025

Job Nr: 496418

We are

ECHO Unit B1 leads on strategic questions for DG ECHO regarding both humanitarian aid and
civil protection. It facilitates the alignment of DG ECHO policy work with the Commission
overall strategy, work programme and political agenda. The unit also ensures the overall
consistency of policy development and strategy within DG ECHO with respect to civil
protection and humanitarian aid and seeks synergies and complementarity between the
different actors.

With regard to international relations on civil protection, disaster risk reduction and
humanitarian aid, the unit represents DG ECHO in relevant international and multilateral fora
such as the UN, including through its staff members in the EU Delegations in Geneva, New
York and Washington DC. It also coordinates the DG’s overall relationship with the UN
system as well as the World Bank, OECD and other international financial institutions. The
unit coordinates the DG’s strategic relationships with OCHA, UNDRR and IFRC. The unit is also
responsible for the G7/G20 as well as bilateral relations, notably with AU, CA, CN, IS, JP, KR,
NO, NZ, UK, US, and coordinates the overall relations with UCPM participating states as well
as international cooperation on civil protection and disaster risk reduction.

The unit is responsible for DG ECHO’s interinstitutional relations (EU Member States,
Presidency, Council, European Parliament) including through the coordination of the relevant
Council working parties and committees (Working Party on Humanitarian Aid and food Aid
(COHAFA), Humanitarian Aid Committee (HAC), Council working party on Civil Protection
(PROCIV), Civil Protection Committee (CPC)) and ensures DG ECHO participation at the pre-
GRI. The unit acts as DG ECHO focal point for relations with the EEAS and the Commissioners’

Group on a Stronger Europe (CGSE) as well as for the External Action Coordination Group
(EXCO). The unit is also in charge of the civil protection annual work programme.

The unit covers initiatives to close the humanitarian financing gap by reducing the needs,
improving the effectiveness and efficiency of the humanitarian action and expanding the
donor base. In this context it leads on the humanitarian-development-peace nexus, the
Grand Bargain, promoting positive reform of the humanitarian aid system with its quality
funding and localisation caucuses, programmatic partnerships, multi-year and country-based
pool funding, innovative financing and private sector engagement and driving efficiency
through cash and strengthened partnerships with local actors.

We propose

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Under the supervision of the Head of Unit or Deputy Head of Unit, the administrative agent
will support the management in compiling and outlining briefings on civil protection and
humanitarian aid operations under the responsibility of Directorate B units. The agent will also
provide support, as requested, in administrative tasks and will serve as backup to other units
within Directorate B, assisting them during periods of high workload.

The role includes the preparation, including compiling, drafting, and formatting operational
and strategic briefings for DG ECHO hierarchy. This would include coordinate inputs from
various sources to produce concise, accurate, and well-structured briefing documents.

The successful candidate will provide assistance and back-up support to Directorate B units
experiencing heavy workloads, ensuring continuity of administrative processes, including
document management, correspondence, and meeting preparation.

• Occasionally, the colleague will prepare and maintain standard administrative files, including

procurement-related documents, financial commitments, and routine reporting as needed.

We look for

• A motivated team player with strong drafting, organisational, and multitasking

skills.

• Proven ability to summarise complex information clearly and accurately.
• Knowledge of the European Commission’s administrative rules and procedures,

as well as proficiency with standard office IT tools.

• Experience in administrative coordination, document preparation, and/or

briefing drafting is highly desirable.

• A flexible, service-oriented attitude and the ability to adapt quickly to shifting

priorities.

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• The working language for our communication activities is predominantly
English; a very good command of written and spoken English is required.
A professional experience of at least 1 year in operational and administrative
support and resources; in procurement and contract management; drafting and
(speech)writing; conferences and events is desirable;

Knowledge of additional languages will be considered an asset.

Recruitment policy

Please note the following conditions in order to be an eligible candidate:

• You have passed an EPSO CAST in the required functional group (CA FG II or higher)

– o r –

• The candidate is enrolled in the CAST Permanent in the required functional group ->
register your application in CAST Permanent – it is open for registration and there is no
deadline for submitting applications: Selections procedure for contract staff positions | EU
Careers
• You must have an EU citizenship

After a selection based on the CVs, the selected candidates will be invited for the interview.

Candidates should be aware that, due to the nature of DG ECHO’s mandate, the DG must be
able to respond rapidly in times of crisis. A flexible approach is therefore necessary with
respect to responsibilities, sometimes involving temporary reassignment to a different unit.

How to apply

Candidates should send the completed and signed application form, as well as their CV and a
one page motivation letter (both in .pdf format) to the functional mailbox ECHO-
[email protected] within the deadline, indicating clearly in the subject field the name
of the DG ECHO unit concerned, i.e. ECHO., and the title of the position.

Candidates should also indicate their EPSO CAST number.

Contact

Arnaud DUPONT, Head of Unit B1, tel.: +32 229-89320

[email protected]