General tasks to be performed:
Task 1: General Management Support and Controlling:
o Support to the processes related to the main resources of the organizational entity (i.e. budgets, manpower, staffing), including planning, execution and follow-up of the activities and resources (budgets, manpower, missions, recharges) of the Business Unit.
o Support to the planning, preparation, execution and follow-up of activities and related procurement actions as relevant managed by the Business Unit and of associated progress in terms of output / schedule / resources.
o Assessment and monitoring of the status of the procurement actions (using ESA Corporate and local IT Tools) including activity progress, maintenance of payment plans, correctness of financial charging, invoicing and payment.
o Implementing all administrative actions related to procurement and contractual matters, including data entry in ESA Corporate (e.g. SAP) and local application as appropriate and monitoring of financial commitments and payment milestones, invoicing, etc.
o Maintaining up to date the related data, performing data analysis, identifying deviations w.r.t. plans/targets and production of associated reports to the responsible management and to the concerned customers.
o Assisting in the definition, preparation, implementation and maintenance of management support tools to ensure efficient execution of the related tasks.
o Liaison with Contract, Budget and Payment Officers to ensure the coherence of the internal and external administrative data.
o Contribution to the definition of new and improvement of existing related processes and tools and production of related documents.
o Support to the risk management processes (e.g. maintenance of risk register, monitoring of status of risk mitigation/reduction actions) for the Business Unit.
o Support to the inventory and asset management processes for the Business Unit, including coordination of the proper registration of inventory items and assets, valuation of assets, in accordance with applicable procedures and instructions and the use of required tools.
o Support to the maintenance of industrial return databases for the BU, periodic verification of the BU data against ESA system for consistency, monitoring and forecasting of industrial return values for the procurements of the BU with respect to agreed targets, etc.
Task 2: Budgets Administration
It covers support to the planning, monitoring and operations of the BU¡¦s financial resources (i.e.
budgets, costs and disbursement) and to ensuring the overall coherence with the BU¡¦s activities. It
includes in particular support to:
o Coordination and consolidation of long-term strategic outline of financial resources, including multi-years resource planning (LTP, MYP), establishing financial baselines for next year and maintenance of in-year plans, covering commitment ceiling, costs and disbursements, and including manpower, missions, procurements and recharges.
o Elaboration of recharge rates for the Cost Centres of the BU, controlling of their overall financial balance, contribution to the recharging process.
o Monitoring and controlling of the financial resources versus plans, identifying deviations w.r.t. plans/targets and producing related reports to the responsible management, etc.
o Performing related data analysis and performance assessment in year and multi-years, elaborating related BU and activity level KPIs, etc.
o Maintaining related master data for the BU such as WBS, Analysis/Cost Centres.
o Monitoring utilisation of commitment ceiling for BU funds and fund centres and taking necessary actions vis-à-vis Finance Department to redistribute allocations as required.
o Contributing to the overall efficiency of related processes and tools, and to coherence and quality of related data.
o Contribution to the definition of new and improvement of existing related processes and tools and production of related documents. Assisting in the definition, preparation, implementation and maintenance of management support tools to ensure efficient execution of the related tasks.
o Acting as the Directorate¡¦s interface to the Finance Department at ESTEC and with other corporate services as appropriate; Liaison with Contract, Budget and Payment Officers to ensure the coherence of the internal and external administrative data.
Task 3: Manpower Administration
It covers support to the planning and monitoring of the workload and workforce (staff and
contractors) of an ESA Business Unit (BU) and for ensuring the maintenance of the related data and
processes. It includes in particular support to:
o BU level coordination of workload planning and consolidation of workload plan for related activities (including programmes/projects as relevant) of the BU, including support services to other ESA internal units as appropriate.
o BU level coordination of staff workforce planning, forecasting and monitoring (including recruitments, arrivals and departures in terms of quantity and quality) versus related targets and provision of related reporting and analysis, including BU competence map, on-site / off-site workforce, etc.
o Integration of workload and workforce data into a coherent BU manpower management data system that provides all data needed to support both related operational and managerial needs.
o Definition, in close coordination with BU Budgets Administration, of the processes in support to workload-workforce management, coordination of the identification and consolidation of related BU level requirements, ensuring availability of appropriate documentation, following-up development of tools and coordinating BU level validation and acceptance thereof.
o Contributing the BU manpower recharging system, in accordance with rules established by and in close coordination with the relevant entities (e.g. ESA Cost Management Division, Customers in case the BU is acting as support service provider).
o Acting as BU interface to the ESA corporate services (in particular HR Services) and with other ESA services for aspects related to the above.
To successfully perform the above mentioned tasks, the following background / experience is required:
o Proficient in the English language, both written and spoken.
o Experience in the field of controlling of resources and activities and/or finance/accounting, at administrator level and/or assistant level. Familiarity with budgeting, accounting, procurements at ESA is an asset.
o Adequate level of experience in the field of business administration, controlling of resources and activities, and/or accounting at administrator level and/or assistant level.
o Ability to establish positive and constructive working relationship with team members and other colleagues within and outside of the Business Unit, service orientation, and ability to interface with senior management.
o Good written and verbal communication.
o Good sense of organisation of work, rigor, accuracy and reliability in the execution of the assigned tasks.
o Ability to handle high volume of numerical data in an accurate manner, analyse them, and produce synthetic reports.
o Proactive attitude to solving problems, result orientation, initiative and autonomy in the execution of the assigned tasks, ability to identify priority actions and to handle high workload.
o Ability to work both autonomously and as part of a team within the boundaries of assigned tasks and stringent schedule.
o Highly proficient in the use of modern activities and resource management support tools/databases of standard office automation support software packages including in particular advance usage of Excel (Ms-Office and in particular advanced use of Excel).
o Experience as user of SAP and in particular ECC and SRM modules and familiarity with relevant ESA corporate applications e.g. ESA-p) is an asset.
o Ability to rapidly understand and adapt to ESA specific context and environment including ESA corporate IT applications.
o Past experience with ESA and good understanding of relevant processes, activities and ESA organizational context is an asset.
In addition to the above following specific skills and experience will be required for Tasks 2, 3.
For Budget Administration:
o Experience in finance, budgeting and accounting
For Manpower Administration:
o Experience in workforce management processes
Specific Competence Requirements:
o Masters in Engineering or equivalent or MBA or equivalent University degree from a recognised Institution of secondary studies or equivalent qualification in Business Administration, with at least 4 years of relevant experience.
o High level of initiate autonomy, and professional maturity that is required to carry out complex tasks and high level of responsibility.
Please send your CV to – Klik op de solliciteer-button om te solliciteren – before 28/10/2016