While under the overall supervision of the Head of the Staff Administration Service, the post holder works autonomously as the main contact point for a defined group of ESTEC staff (ca. 250-300).
This regards the execution of the full range (“A to Z”) of day-to-day Staff Administration processes, inter alia:
Specific tasks to be performed:
o Contract administration spanning over the whole career of the staff
o Verification of entitlements to allowances, indemnities and benefits
o Generation and maintenance of payroll inputs
o Administration of working time and leave
o Preparation of statements.
o Administration of confidential data related to HR matters in line with applicable regulations.
o Data input and maintenance of several systems including SAP Human Resources Management System, MAS, Lotus Notes, MS Excel and MS Access databases, electronic archives, shared drives etc.
o Recommending and actively participating in the improvement of internal processes and tools related to the different services.
In addition, the post holder will be in charge of a number of specialized tasks:
o Coordination of the Annual Social Benefits Questionnaire exercise
o ESTEC contact point for Cigna-related queries
o Administrative lead in relation to one or several international schools
o Settlement of Launch Campaigns.
o Data input to several concurrent IT systems, mainly SAP Human Resources Management (including Success Factors), electronic staff files, Team Site, etc.
o Actively suggest improvements of internal processes and tools related to the different services.
In addition to the above HR administration specific tasks the work may also include providing
secretarial support to the Head of Division as needed.
To successfully perform the above mentioned tasks, the following background / experience is required:
o University Degree (minimum Bachelors level)
o At least 2 years of relevant previous experience with HR administration, e.g. payroll and time registration, preferably within an international environment
o Ability to work autonomously as the main contact point for a defined group of staff, but with a good team spirit
o Excellent sense of discretion and confidentiality
o Attention to detail, affinity with figures and swift follow-up of actions
o General interest in, and understanding of legal texts in the area of HR
o Resourceful and focussed on delivering a sound administration and good customer service
o Ability and confidence to work with various IT tools running in parallel
o Good communication skills in English and, in particular, the ability to draft clear written correspondence in English. Knowledge of Dutch would be an asset.
o Ability to interpret and explain ESA rules and procedures
o Strong organisational and time management skills with a proven ability to prioritise
o High level of accuracy, attention to detail and follow up
o Positive attitude and customer service focus, maintaining ESA’s professional reputation
o Resourceful approach to problem solving
o Strong work ethic and flexibility to work under pressure in a fast paced environment
o High degree of self-motivation, energy and the ability to work both independently and as part of a team
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 31/10/2016