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Frequently asked questions

Before sending your question, please check the following FAQs to see if your question has already been answered.

FAQ about vacancies

FAQ about the system

 

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. 


Since submitting my registration, my e-mail address or personal data has changed. How can I notify EDA about it?
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


I am registered for a post and have already an EDA profile. If I want to register for another competition do I have to create a new EDA profile?
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.



How often are new jobs posted on your website?
New vacancies are posted regularly, so check frequently.


Can I send a spontaneous or unsolicited application?
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.


How do I fill in the on-line application form?
Please consult the User Guide on the Jobs page.


Do I have to fill in all fields?
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.


Can I receive automatic notification of new vacancy notices?
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.



How long do vacancies remain posted on the site?
Vacancy notices remain on the site until the closing date, clearly indicated on the vacancy notice.


I am a candidate for an EDA vacancy. Will you confirm receipt of my application? How will I be informed about the successive stages in the competition?
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).


May I send my application also by post?
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.


Should I send any documents with, or in parallel with, my online application form?
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.


What happens to my online application?
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.


Can I apply for more than one vacancy at a time?
You are welcome to apply for any vacancy for which you are qualified.


I missed the deadline for an EDA selection. Can I still register?
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.


I have forgotten my password. What should I do?
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.


What are the working languages of the Agency?
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.


I’m not a national of one of the Member States. Can I still apply?
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.


Do I need to register or log on to view a vacancy?
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.


What does it mean to be a member of the Agency’s temporary staff?
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.


What is a Seconded National Expert (SNE)?
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.


What does it mean for a candidate for an SNE post to be ‘sponsored’?
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.


What kind of working conditions and benefits can I expect as a temporary or contract staff member?
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.


What is a ‘security clearance’? Is it the same as a certificate of good conduct or a ‘certificat de bonne vie et moeurs’?
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.


What is your policy on gender equality?
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.


Does EDA offer traineeships?
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).


I need to speak to someone in EDA's Human Resources Unit about job opportunities. The questions I have are not answered in this FAQ. What should I do?
Email your questions to EDA-Recruitment@eda.europa.eu


What is a reserve list and how long is it valid?
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.


I believe that my interests have been prejudiced at one of the stages of a selection procedure. How can I request a review or make an appeal?

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.

 




How are my data protected and processed?

Any personal data provided by the Applicants shall be processed pursuant to Regulation (EC) No 45/2001 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movements of such data. For more information, please read the data protection notice.

It shall be processed solely for the purposes of the recruitment exercise.

The Applicant shall have the right of access to his/her personal data and the right to rectify data relating to the contact details contained in his/her application that is inaccurate or incomplete at any time during the selection procedure.

However, the Applicant can rectify data relating to admissibility criteria only until the closing date for submitting applications. Should the Applicant have any queries concerning the processing of his/her personal data, (s)he shall address them to EDA-Recruitment@eda.europa.eu.