Specific tasks to be performed:
o Coordinating actions with other secretaries of the department.
o Planning/coordinating the commitments and meetings, organizing calendar and keeping the Division Head informed on all issues of concern; supervising the preparation of files for such meetings and any special subjects.
o On personal initiative or on instructions, collecting information and documents necessary for the Division Staff to take actions on given issues.
o Analysing incoming mail- paper and e-mail - and presenting these data in an organized and prioritized manner. Ensuring that important and urgent mail reaches staff to insure timely responses.
o Coordinating actions with the Head of Department (TIA-P) and TIA-PS; organizing and coordinating high-level meetings (e.g. Steering Boards) with Industry.
o Ensuring the diffusion of information between the Division Head and SmallGEO and Electra Teams.
o Answering incoming calls and performing a pre-screening of these calls for direct connection with the Division Head or for reply at a later time. Keeping organized records of these calls and checking closure and follow up.
o Preparation of staff missions and travel arrangements
o Supporting the Division Head and TIA-PS staff in the preparation and follow up of administrative, organisational and contractual matters.
o Composing routine correspondence and keeping a filing system for incoming/outgoing mail. Generating documents and textual and graphics presentations.
o 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).
o For the execution of the tasks the contractor will be expected to use related ESA Corporate software tools, documentations systems, and databases and interface with the relevant actors across the Agency.
o Provide Support to ensure ensuring the implementation and operations of the Department Documentation Management System in accordance with the ISO requirements and TIA processes.
o Establishing and maintaining the structure and records and files on the Management Information Systems such as Eclipse and Daptiv. Interfacing and providing support to department staff on administrative matters related to use of the relevant systems.
o Supporting the ISO management system and processes. Support to reviews and audits, and preparation of files as background for meetings and special studies.
o Administering and maintaining the office documentation systems. Setting up the folder structure, registration, filing and distribution of correspondence and other documentation. Follow up of departmental actions using the Eclipse Documentation Management System.
General tasks to be performed:
The work package covers provision of secretarial and administrative support to ESA organisational
entities (Divisions, Services, Offices) and Projects (called Unit herein). It includes the following tasks:
o Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training.
o Provision of various logistic support to the Unit.
o Arrivals (office, phone, computer, security, access to databases, information systems) and departures (deregistration, etc.) of Unit personnel.
o Ordering of office supplies and maintenance of stationary.
o Room and resources bookings for meetings and/or events falling under the responsibility of the Unit.
o Administration and handling of shipment of goods and express mail.
o Maintaining and following up actions lists for the Unit and taken minutes of coordination meetings for the Unit.
o Participation to organisation of events (e.g. workshops, conferences) as required.
In addition to the above that correspond to standard activities in support to an organisational unit, the work package may also cover the following tasks:
o Support to the Project Review Process
o Support to visitor service: including access control, preparing visa applications, distribution of information material.
o ESA site administration: including periodical update (e.g. daily) of site schedule, updating and distribution of the site telephone list.
o Participation to the preparation and the publication of internal and external documents, including editing and proofreading.
o Data collection, extraction from various Corporate applications (e.g. SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis.
To successfully perform the above mentioned tasks, the following background / experience is required:
o Secondary education and professional training in administrative techniques or in secretarial related activities;
o 5+ years Administrative Assistant experience at the executive level;
o A fluent knowledge of the English language is required.
o Knowledge in both French and Dutch languages
o Strong knowledge of MS Office, including Word, Excel, Power Point, Project, Visio and Outlook;
o A good knowledge of the various ESA tools (MAS, ESA-P, Eclipse, Time Sheet, Flexi-time…) is an asset;
o Good Knowledge of Documentation Management System;
o High level of flexibility as well as initiative and team spirit.
o Easy contact with personnel and well-balanced autonomy in the execution of the requested tasks.
o Rigor, commitment and reliability in the execution of the assigned tasks.
o Ability to communicate with industry counterparts in the execution of the project specific tasks.
o Capacity to identify priority actions and handle high workload.
o Familiarity with ESA working environment in a similar position is a distinct advantage.
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).
Please send your CV to – Klik op de solliciteer-button om te solliciteren – before 21/10/2016