Modis

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Originele vacaturetekst

Secretary Administrative Assistant

Functieprofiel

We are looking for a Secretary / Administrative Assistant (M1) to join our Modis Aerospace team, working onsite at the European Space Agency in the Netherlands.

Specific tasks to be performed:

•Analysing incoming mail-paper and e-mail and presenting these data in an organized and prioritized manner to the Head of Department. Ensuring that important and urgent mail reaches the H/Department Office to ensure timely responses and following-up of actions;
•Supporting the Department Head in the preparation and follow up of administrative, organizational as well as contractual matters;
•Support and follow up the Department programmes activities and milestones in liaison with the Head of Department;
•Manage the procurement of promotional items for the Department in liaison with the Project Controllers; including preparation of requirements;
•On personal initiative or on instructions, collecting information and documents necessary for the Department Staff to take action on given issues;
•Maintaining TIA-P master data in ESAP in particular for Timesheet approval and for Procurement actions (follow up of shopping carts and POs approval),
•Preparation of monthly ESAP reports about Departmental time sheets approval;
•Coordinating actions with other assistants of the department and interface with the other assistants of the Directorate;
•Interfacing and coordinating activities and meetings within TIA-P department and with the other TIA or ESA departments and support on administrative matters related to use of the relevant systems;
•Check for correct authorization, substantiating documentation and adherence to Agency rules and practice (ref. leave, mission, conference, authorization with regards to Staff Rules and Regulations, as well as financial procedures) before submission for TIA-P Head of Department’s approval;
•Drafting of replies to correspondence and inquiries as appropriate and handling of the registration and distribution of correspondence and filing meetings and missions;
•Answering incoming calls and performing a pre-screening of these calls for direct connection with the Department Head or for reply at a later time. Keeping organized records of these calls and checking closure and follow up Administration;
•Planning/coordinating the Department Head agenda, commitments and meetings, organizing the missions and keeping the Department Head informed on all issues of concern;
•Preparing/coordinating and monitoring the timely completion of inputs for Directorate’s meetings supervising the preparation of files/reports for such meetings and special subjects;
•Preparation of the Department Head’s missions and travel arrangements and associated mission claims;
•Organizing VIP events and participation of the Department Head to any other events as required by his position;
•Collecting and filing of documentation and in particular JCB, legal and financial documents;
•Establishing and maintaining the structure and records and files on the Management Information Systems such as Eclipse, SharePoint.

Bedrijfsprofiel

Modis Aerospace is a specialized Engineering consultancy with more than 30 years’ experience providing aerospace Engineers to our key partners in The Netherlands. Modis is a long-standing business partner of the European Space Agency (ESA), with more than 120 employees recruited from across Europe currently supporting ESA’s activities.

About ESA-ESTEC

The European Space Agency (ESA) has sites in several European countries. The European Space Research and Technology Centre (ESTEC) is the largest site and the technical heart of ESA. This nursery of European space activities is located in Noordwijk, Netherlands.
At ESTEC, about 2500 engineers, technicians and scientists work hands-on with mission design, spacecraft and space technology.

Almost all ESA projects - except launchers - are managed from ESTEC. In Noordwijk, people work on science missions, manned space missions, Earth observation, telecommunications and navigation satellites.

ESTEC provides extensive testing facilities to verify the proper operation of spacecraft, such as the Large Space Simulator (LSS), acoustic and electromagnetic testing bays, multi-axis vibration tables and the ESA Propulsion Laboratory (EPL).

Functie-eisen
To successfully perform the above mentioned tasks, the following background / experience is required:

•An university’s degree preferably in Business and administration discipline is an asset.
•A solid and multiple years of experience in assisting Senior Executive is mandatory.
•Proven sense of confidentiality.
•Excellent interpersonal and communication skills as well as very good qualities of order, method, tact, initiative, and in particular discretion are required.
•A proficiency in the use of the Agency’s information systems and tools (ESAP, Eclipse) is an asset.
•Strong knowledge of MS Office tools, in particular Excel and powerpoint;
•A good knowledge of French language will be considered as an asset.

Please send your CV to recruitmentaerospace@modis.com before 08/10/2020
Uren:
40

Over de werkgever

Modis Aerospace is a specialized Engineering consultancy with more than 30 years’ experience providing aerospace Engineers to our key partners in The Netherlands. Modis is a long-standing business partner of the European Space Agency (ESA), with more than 120 employees recruited from across Europe currently supporting ESA’s activities.

About ESA-ESTEC

The European Space Agency (ESA) has sites in several European countries. The European Space Research and Technology Centre (ESTEC) is the largest site and the technical heart of ESA. This nursery of European space activities is located in Noordwijk, Netherlands.
At ESTEC, about 2500 engineers, technicians and scientists work hands-on with mission design, spacecraft and space technology.

Almost all ESA projects - except launchers - are managed from ESTEC. In Noordwijk, people work on science missions, manned space missions, Earth observation, telecommunications and navigation satellites.

ESTEC provides extensive testing facilities to verify the proper operation of spacecraft, such as the Large Space Simulator (LSS), acoustic and electromagnetic testing bays, multi-axis vibration tables and the ESA Propulsion Laboratory (EPL).

Vaardigheden

  • Voor deze functie is er geen minimale werkervaring vereist

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