FAQs

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FAQ about vacancies


  • How do I apply for a post at EDA?
  • EDA vacancies are posted on this website under Jobs so check regularly to see new posts. If you consider that you meet the qualifications for a specific vacancy please apply by clicking on the ‘apply for this vacancy’ link so that your application will automatically have the correct vacancy reference number. Candidates must submit their application electronically solely via the EDA website. Applications by any other means (hard-copy or ordinary e-mail) will not be accepted.


    New vacancies are posted regularly, so check frequently.


    We do not consider unsolicited applications, as all vacancies are published on-line when they become available. If we receive an unsolicited application, we will refer you to our website where such vacancies are published.


    You can subscribe to the RSS feed on the following link: https://vacancies.eda.europa.eu.
    You can also follow EDA on LinkedIn or Twitter to be updated on the latest vacancies.


    Vacancy notices remain on the site until the closing date, clearly indicated on the Vacancy Notice.


    Once you submit your online application, you will be sent an automated email acknowledging that we have received your application. You will subsequently be contacted if you are selected for an interview and written test. Once the selection procedure is completed, you will receive an official reply. Therefore it is not necessary to request details on the progress of your application or to contact the Human Resources Unit, since every candidate will receive a final reply. Please note that you will be contacted solely via your EDA profile, and therefore it is imperative that you consult your messages folder regularly to have an overview of the status of your application(s).


    For each selection a selection panel is nominated by the Chief Executive.

    After the deadline for applications, the selection panel is given access to the database of applications.
    After examining the candidates’ files, the selection panel draws up a draft shortlist of candidates who meet the requirements set out in the vacancy notice. This shortlist is presented to the AACC for approval. Shortlisted candidates are admitted to the interviews and written tests.

    On completion of its proceedings, the selection panel draws up conclusions regarding the suitability of candidates. Based on the conclusions of the selection panel, the AACC decides on the establishment of the reserve list and appoints a suitable candidate to the vacant position.


    You are welcome to apply for any vacancy for which you are qualified.


    Applicants are required to 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 their duties. In practice, taking into account the tasks to be undertaken, an appropriate knowledge of English is necessary. Accordingly, please note that the interview and written test will be held in English.


    The Agency can only consider applications from nationals of its participating Member States: Austria, Belgium, Bulgaria, Croatia, Czech Republic, Cyprus, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, the Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden and the United Kingdom.


    The temporary staff of the Agency means staff engaged to fill temporarily a post included in the list of posts appended to the budget of the Agency. Temporary staff are initially recruited for a four-year period (unless a shorter period is mutually agreed within the parties). Extension is possible, in line with the EDA Staff Regulations, up to a maximum of eight years.


    Seconded National Experts are seconded to the Agency while remaining in the service of their national employer and continuing to be paid their national salary by that employer. They receive from the Agency a daily subsistence allowance per calendar day for the duration of their secondment. Therefore candidates for an SNE post must be sponsored by their national authorities. The Agency must receive a sponsorship letter from their national authorities as far as possible by the closing date for the receipt of applications and in any case not later than the recruitment date.
    For more detailed information please see the SNE rules.


    Candidates for an SNE post must be sponsored by their national authorities. Since Seconded National Experts remain in the service of their national employer and continue to be paid their national salary by that employer, they must have the support of their national authorities who undertake to continue to pay their salary during the secondment. Confirmation of this is required in the form of a letter of sponsorship.


    The Agency offers the same remuneration and benefits as the other European institutions. Please consult Salary and allowances on the Jobs page for more detailed information of current scales for temporary and contract staff.


    A security clearance is issued by the applicant’s national security authority, and is not the same as a certificate of good conduct. A personal security clearance is an administrative decision following completion of a security screening conducted by the individual’s competent national security authority in accordance with applicable national security laws and regulations, and certifying that an individual may be allowed to access classified information up to a specified level. Note that the necessary procedure for obtaining a security clearance can be initiated on request of the employer only, and not by the individual candidate. If you are recruited, and if a security clearance is not required at the time of taking up your duties, the Agency will undertake these enquiries on your behalf.


    The EDA is an equal opportunities employer and accepts applications without distinction on the grounds of age, race, political, philosophical or religious conviction, sex or sexual orientation and regardless of disabilities, marital status or family situation.


    EDA offers each year a few traineeship placements through the Blue Book Traineeship scheme run by the European Commission. To check the conditions and apply, please refer to the Traineeship page of the European Commission.

    Staff of national administrations, from the Ministry of Defence in particular, may apply for a professional training placement at EDA to gain practical experience and understanding of the day-to-day work of the Agency for a duration between three and 24 months. All expenses are covered by the employer. For more information please refer to the SNE Rules (CHAPTER VI National experts in professional training).



    Based on the conclusions of the selection panel, the AACC decides on the establishment of the reserve list of suitable candidates and appoints a suitable candidate to the vacant position. Non-appointed suitable candidates will remain on the reserve list until its expiry date.

    The expiry date of the list is mentioned in the vacancy notice and the validity can be extended upon decision of the Chief Executive.

    As long as the reserve list remains valid, EDA may offer a position to a successful candidate who best matches the specific needs of EDA. Candidates’ profiles will be considered with all due care each time a position for which they are qualified becomes available.

    Inclusion in the reserve list does not however guarantee a job offer.


     

    REQUEST FOR REVIEW AND APPEAL PROCEDURES

    Applicants who consider that their interests have been prejudiced by any decision related to the selection procedure can take the following actions:

    Requests for review

    The applicant may submit a request for review in writing to the Chairman of the selection panel stating the reasons for the request. Any arguments must be based on information provided in the EDA application form; no subsequent information can be taken into account.

    Requests for review shall be submitted by email to EDA-Recruitment@eda.europa.eu within 10 calendar days from the date when the decision was sent to the candidate.The candidate is requested to clearly indicate the selection title/reference number in the subject line and the reasons for the request.
    EDA will forward it to the Chair of the selection panel, if it comes within the panel's remit, and will be sent a reply as soon as possible.

    Appeal procedure

    Pursuant to Article 168(2) of the EDA Staff Regulations, any candidate may submit to the Agency a complaint against an act adversely affecting him/her. Complaint shall be submitted to the HR Unit by e-mail to the functional mailbox or by regular mail quoting the reference of the selection procedure.

    - Functional mailbox: EDA-Recruitment@eda.europa.eu

    - Regular mail:

    Chief Executive
    European Defence Agency
    Rue des Drapiers 17-23
    B-1050 Brussels
    Belgium

    The complaint must be lodged within 3 months from the date on which the candidate is notified of the act adversely affecting him/her.

    Should the complaint be rejected, the candidate may request judicial review of the act adversely affecting him/her pursuant to Article 270 of the Treaty on the Functioning of the European Union and Article 169 of the Staff Regulations, before:

    Court of Justice of the European Union
    Registry of the Court
    Rue du Fort Niedergrünewald
    L-2925 Luxembourg

    http://curia.europa.eu/jcms/jcms/Jo2_7030/en/

    Any citizen of the European Union or any natural or legal person residing in a Member State may direct a complaint concerning instances of maladministration to the European Ombudsman, within two years of the date on which the facts on which it is based came to the attention of the person, pursuant to Article 228 (1) of the Treaty on the Functioning of the European Union:

    The European Ombudsman
    1, Avenue du President Robert Schuman - BP 403
    F-67001 Strasbourg Cedex
    France

    http://www.ombudsman.europa.eu/start.faces

    Please note that complaints to the European Ombudsman do not have the effect of suspending the period mentioned in Articles 168 and 169 of the Staff Regulations for lodging complaints or submitting an appeal before the Court of Justice of the European Union according to Article 270 of the Treaty on the Functioning of the European Union. Please note also that, under Article 2(4) of the general conditions governing the performance of the Ombudsman's duties, any complaint lodged with the Ombudsman must be preceded by the appropriate administrative approaches to the institutions and bodies concerned.




    FAQ about traineeships




    No. There is no age limit, but traineeships are as a matter of priority offered to recent graduates.


    Yes, you can apply to all of them. But if you then decide to do a traineeship of more than 6 weeks in any other European institution, you will no longer be eligible for the EDA traineeship programme.


    At any stage of the application process, you may withdraw your application by informing the Agency’s HR Unit in writing. You are then excluded from any further stage of the process. You may re-apply for a subsequent training period. It is, however, necessary to submit a new application, together with all supporting documents.


    No. Your profile will be in the application tool for one session only. If you want to apply again, you have to submit a new application for the new session.



    See FAQ of the system ("Jobs" section on EDA website): https://www.eda.europa.eu/jobs/faqs


    By the closing date for applications, you must have completed a full accredited Bachelor degree of minimum 3 years’ duration, requiring a minimum of 180 ECTS credits from a higher education institution or equivalent recognised as such in the national context. The three years are a minimum - the result of the studies should correspond to a complete cycle (normally a Bachelor degree).


    Yes, but you should be able to provide a formal statement from your university confirming that you have obtained your degree. The date of the award and final mark awarded must be clearly indicated and match your declaration in the application form.


    No. To apply you must have completed a full 'bachelor' or equivalent of at least three years of studies. You must have already qualified by the closing date of applications.


    No. To apply you must have obtained a full 'bachelor' or equivalent. The university programme must be of at least three years, but without a diploma corresponding to the end of a BA cycle you will not be eligible for the EDA traineeship programme.



    No. Any contacts that one of EDA services may wish to arrange by telephone or email, are strictly part of the selection process and cannot be considered as the final placement offer. The placement offer is the only document with legal value offering an opportunity to a given candidate for a traineeship with the EDA. Such an offer can only be sent by EDA HR, which is solely responsible for the traineeship programme.


    Many applications are received for each traineeship call for a limited number of traineeships (up to 10). EDA chooses trainees based on the specific requirements for each trainee profile. If you are unsuccessful in a specific call, this may simply reflect that your profile did not meet the specific requirements of EDA at this time. Therefore, we encourage you to resubmit an application for a subsequent traineeship call if you consider that you closely meet the requirements.




    Traineeships start in October and begin either on the 1st or on the 16th of the month. Traineeships are offered for a fixed period of twelve months.


    If you wish to terminate your traineeship earlier than the date specified in the trainee placement offer, you must inform your supervisor and submit a written request to EDA HR for approval. This request can be sent by e-mail to the EDA HR, supervisor and Head of Unit. It must include relevant reasons and be submitted at least 3 weeks in advance of the termination date foreseen.



    At the end of the traineeship, you will receive a certificate specifying the duration of your traineeship, the Directorate/Unit in which you undertook the traineeship, and the tasks performed, if you have completed the minimum required traineeship period, i.e. 6 months. If you want a reference letter, you should contact their supervisors before you leave. Generally, the supervisor will give you a copy of the "traineeship report". This traineeship report is a reference document for the specific performance of each trainee. If this report cannot be prepared by the time of your departure, it can be sent to the trainee subsequently if wished.


    Traineeships are not renewable, and extensions would only be granted very exceptionally taking account of the needs and possibilities of EDA.



    A security clearance is issued by the applicant’s national security authority and is not the same as a certificate of good conduct. A personal security clearance is an administrative decision following completion of a security screening conducted by the individual’s competent national security authority in accordance with applicable national security laws and regulations and certifying that an individual may be allowed to access classified information up to a specified level. Note that the necessary procedure for obtaining a security clearance can be initiated on request of EDA only, and not by the individual traineeship applicant. If you are offered a traineeship, and if a security clearance is not required at the time of taking up your duties, the Agency will undertake these enquiries on your behalf.


    • Copy of a valid passport or identity card proving the declared nationality in your application form;
    • Personal Security Information Form;
    • Extract of criminal record
    • Proof of health and accident insurance coverage
    • Copies of all university diplomas you have declared to hold in your application
    Please note that you must have a very good knowledge of at least two EDA participating Member States languages of which one must be English.


    No. You must send the valid ID for the nationality with which you apply. For example: if you have double citizenship for Belgium and Sweden,

    • if you are applying as a Belgian, you must send your Belgian ID/passport;
    • if you are applying as a Swede, you must send your Swedish ID/passport.


    No. We accept documents in all official EU languages. However, should you wish to provide a translation, please ensure that the original documents are included.


    Yes. For all documents that are not written in one of the languages of the European EDA participating Member States, you have to attach to the original a translation in any of EDA participating Member States.


    The EDA offices are situated close to Avenue Louise at
    17-23 Rue des Drapiers (Lakenweversstraat)
    1050 Brussels
    The nearest underground tube stations are Louise and Porte de Namur. If you arrive at:

    • Brussels International Airport (BRU). There is a frequent train service (every 20 min.) from the airport to the Brussels Midi/Zuid railway station. Travel time is about 30 minutes.
    • Charleroi Airport (CRL), also called Brussels South Airport. There is a frequent shuttle bus service to the Brussels Midi/Zuid railway station. Travel time is about 60 minutes.
    • Brussels Midi/Zuid railway station. Take the Metro, line 2 or 6, direction ELISABETH. Get off at the Louise/Louiza metro station.
    • Louise/Louiza metro station. Exit the station and walk up the Avenue de Toison d’Or (Gulden - Vlieslaan) and turn right into Rue des Drapiers (Lakenweversstraat) at the first junction.


    Under the conditions outlined in the EDA public transport scheme, EDA gives you the possibility of applying for a contribution towards the costs of public transportation used for commuting to and from work.
    The amount of the contribution is 50% of the cost of the season ticket.


    You are not allowed to hand out business cards that contain your name in connection with the EDA, professional email address, EDA logo or even the title “trainee”.
    You can print business cards with your name and private address – without any connection to the European Defence Agency.



    No. The EDA does not provide accommodation.


    Have a look on the Trainees' Committee of the European Commission website in the Housing section for a list of websites. However, be aware that the rest of the information provided on this website does not apply to you as EDA trainee.


    Your lease contract should be in written form – read it carefully before signing. Do not accept a lease contract for longer than the period of your traineeship and check if charges (electricity, gas, heating, internet, etc.) are included.
    The guarantee deposit corresponds to 1 to 2 months' rent maximum. The deposit is placed on a joint blocked bank account (compte bancaire bloqué) in your name and your landlord's name. It is refunded at the end of the contract, after verification of the "état des lieux".
    It is prohibited by law to pay the deposit in cash. Do not agree to pay the deposit in cash since you will have no way to get the money back. The joint blocked bank account can be opened under your name by any bank where you present yourself with a lease contract and an identity card.
    You will receive three forms that have to be filled in and signed by both the landlord and yourself. You need to transfer the deposit to this bank account.
    The "état des lieux" describes the general condition and the inventory of the property and should be signed by both parties. It will be added to the lease agreement. At the end of the lease, the state of the property is examined again in order to determine whether the owner can demand payment for any damages made to the property during the rental period.



    You are solely responsible for the payment of any taxes due on the Agency’s allowances by virtue of the laws in force in the State concerned. For tax purposes, at the end of the traineeship the Agency will provide a letter stating the amount of allowance given to you and confirming that tax and social security payments have not been made. You will have to consult the tax authorities in your country of residence concerning if and how your allowances will be taxed.



    No, Trainees are responsible for organising their own health and accident insurance and any insurance required for family members for the duration of the traineeship.
    As health and accident insurance is mandatory, you have to provide proof of coverage to EDA HR.
    Please check with your own insurance company if your insurance is valid for the whole period of your traineeship. Find out about the conditions and rules for reimbursement of medical expenses as well as about the necessary procedures to be reimbursed.
    Furthermore, you should find out whether you need to register with a Belgian "mutualité" for reimbursement. If you need to register with a "mutualité" to obtain reimbursement for your expenses, you can find a list of "mutualités" on the INAMI website for Brussels.


    To benefit from the European Health Insurance Card (EHIC) that you obtained in your home country, you must first register with a Belgian "Mutualité" (a medical insurance company). The various Belgian "Mutualités" or "Mutuelles" are listed in here.
    You need to take your Health Card with you when registering. Afterwards, you can seek partial reimbursement for medical expenses directly from the Mutualité. Always take your EHIC with you when you consult a doctor/dentist or purchase prescribed medicines.
    Obtain a receipt for all medical treatment or expenses.
    You will need to submit original receipts when applying for reimbursements. In Belgium, around 75% of the cost of treatments and approved medicines will be refunded by your Mutualité.


    No. You are responsible for your own possessions both inside and outside the EDA building. EDA is not responsible for loss, theft or damage to property or personal effects. Some landlords may have insurance – please verify with your landlord what insurance coverage, if any, may be included in your monthly rent charges.
    Your bank or an insurance company may be able to offer you home insurance or other options. Please speak to your banker when opening your account.


    If you have an account in the Eurozone, you can keep your bank account in your home country and find out how to use your bank cards in Brussels.
    If you come from outside the Eurozone, you may wish to open a bank account in Brussels since it could facilitate the transfer of your allowance (shorter timelines) and you will avoid any extra charges for using your credit/debit card abroad.


    If you have an account in the Eurozone, you can keep your bank account in your home country and find out how to use your bank cards in Brussels.
    If you come from outside the Eurozone, you may wish to open a bank account in Brussels since it could facilitate the transfer of your allowance (shorter timelines) and you will avoid any extra charges for using your credit/debit card abroad.



    If your place of origin is more than 50km from the place of employment, you are entitled to a reimbursement of travel expenses incurred at the beginning and end of the traineeship. Travel allowances are paid at the end of the training period, provided you have completed a minimum of 6 months of the traineeship.



    The monthly allowance for the traineeship will be 1,176.84€ per month as of 1st October 2018.




    You are entitled to two days leave per month. Days of leave not taken are not paid instead. Leave requests must respect the needs of the Directorate/Unit to which you are assigned. They must first be approved by your supervisor/Head of Unit and then checked and approved by the HR Unit.


    In case of illness, you must notify their supervisors immediately, and if absent for longer than two days, must produce a medical certificate, indicating the probable length of absence, which must be forwarded to the Agency’s HR Unit.


    No. Your leave requests should respect the needs of the service, i.e. your Directorate/Unit. You should speak to your supervisor and agree with him when you will take leave.


    You keep the same hours of work and have the same official public holidays, if they fall during their traineeship, as the EDA’s staff. The current working time regime is 40 hours per week (Monday-Friday).
    Also note that:

    • Flexible hours, which is the period during which EDA’s staff are free to choose their arrival, lunch break and departure times, run from 7.00 to 09.30, from 12.00 to 14.30 and from 16.30 (16.00 on Wednesdays and Fridays) to 20.00
    • The core time during which EDA’s staff must be present is from 09.30 to 12.00 and from 14.30 to 16.30 (16.00 on Wednesdays and Fridays)
    An adequate presence of staff must be ensured in each Directorate every day from 08.30 to 17.30 (16.30 on Fridays), with a break between 12.30 to 14.15



    Your supervisor is a staff member of the Unit to which you will be allocated and has a similar role to a direct line manager during your traineeship.
    You will be working with him/her and he/she is the one who will guide you during your work and role in the Unit.
    The supervisor monitors your daily work; welcomes you to his/her Unit and introduces you to the staff; establishes the job description and explains you are expected to do. The supervisor also has an administrative role (approves the absences, etc.)
    They will also have to write a report about your performance at the end of your traineeship.


    To constantly improve the traineeship programme, HR will ask you to complete evaluation and feedback reports at the end of the traineeship. In addition, the traineeship supervisors will be requested to complete the relevant evaluation reports.


    No. The language courses are only available to staff.
    Most Communes (town districts) and the ULB (Brussels Free University) also organise language courses which are either free of charge or offered at reasonable fees.


    You can attend training courses inhouse according to availabilities. You cannot yourself apply for training courses organised at the EU central level (Commission).


    In exceptional cases only, you may be sent on a mission provided that the mission is of a technical and not of a representative character. The authorisation shall be granted by the Director of the respective Directorate. For the reimbursement of these mission expenses, the general procedure of reimbursement provided in the EDA’s Staff Regulations will apply.



    FAQ about the system


    Please note that the e-mail address you provide with each application must be valid for the duration of the competition as it cannot be changed. We advise you to use a private email address.
    You can ask for a modification of other personal data by contacting us at: EDA-Recruitment@eda.europa.eu


    The first time you make an EDA on line application, you will have to create your EDA profile using a valid e-mail address and password. This basic account information will be retained for subsequent applications you wish to submit. However, you will have to create a new EDA profile if your e-mail address changes.



    All mandatory fields are marked with a red asterisk. If these fields are not filled in with appropriate information, you will not be able to submit your application.


    Candidates must submit their application electronically solely via the EDA website. Applications by any other means (hard copy or ordinary e-mail) will not be accepted.


    Do not send any supporting or supplementary documentation with your application until you have been asked to do so by the Agency if you are recruited. Additionally do not submit the original texts of references or testimonials unless they have been requested for the sole use of the Agency. The only document required in parallel with any EDA application is for SNE posts, where the ‘sponsorship letter’ for the candidates should be provided by their national authorities by the closing date for the competition.


    You can create an EDA profile, but once the deadline for the competition has passed, you will not be able to submit your application for that vacancy. Please note that applications can be submitted until midnight on the date of the deadline, Brussels time (GMT+1). When you consult your EDA profile you will see the Brussels time in the top right-hand corner of your screen.


    If you have forgotten your password, click on the link provided and follow the instructions on-screen. You will be asked for your user name which is your current valid e-mail address. You will receive a temporary password by e-mail which you can then change to your new password.


    No, you can consult all vacancy notices published on the Vacancies page of the EDA website without having to register or log on.
    However, if you then wish to apply for any vacancy, you will be invited to create a profile in order to proceed with your application, if you do not already have an EDA profile.


    Quick links

     
     Important disclaimer: all of the rules and figures presented in this website are for information purposes only. Rights can only be derived from the Staff Regulations and corresponding implementing rules. The exact financial conditions of employment may be determined only case by case.

      

    Participating Member States

    • Belgium
    • Bulgaria
    • Czech
    • Germany
    • Estonia
    • Ireland
    • Greece
    • Spain
    • France
    • Croatia
    • Italy
    • Cyprus
    • Latvia
    • Lithuania
    • Luxembourg
    • Hungary
    • Malta
    • Netherlands
    • Austria
    • Poland
    • Portugal
    • Romania
    • Slovenia
    • Slovakia
    • Finland
    • Sweden
    • UK