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Administrative Assistant
2018-11-27 12:32:08| Space-careers.com Jobs RSS
Position Reference 094 You will have the opportunity to provide secretarial and administrative support to the European Space Agency, in the Planning, Budget Controlling Division. Tasks and Activities The scope of work will include Daytoday support to Unit personnel regarding business travel arrangements, leave management, coordination of training. Analysing incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation. Provision of various logistic support to the Unit. Arrivals office, phone, computer, security, access to databases, information systems and departures deregistration, etc. of Unit personnel. Ordering of office supplies and maintenance of stationary. Room and resources bookings for meetings andor events falling under the responsibility of the Unit. Tasks related to documentation management, distributionregistration of mail and documents. Organization of agenda and of meetings. Maintaining documents libraries for the Unit, including maintenance of change log, distribution lists, issue information notes to concerned users. Maintaining and following up actions lists for the Unit and taken minutes of coordination meetings for the Unit. Participation to organisation of events e.g. workshops, conferences as required. Participation to the preparation and the publication of internal and external documents, including editing and proofreading. Data collection, extraction from various Corporate applications e.g. SAP, PRISMA and from various internal sources and data consistency checking and coherence analysis. Maintaining the risk register. Administering the SharePoint site. Setting up a configuration management for the Documents produced by the Division. Preparing presentations in Power Point on the basis of inputs provided by the experts. Handling confidential information and sensitive information. Proof reading, formatting of documents for the Executive Board and ESA governance bodies. Maintaining and updating the missions schedule for ESA Council. Supporting the PPS Project Manager in change management and logistical tasks. Skills and Experience The following skills and experience are mandatory You have a completed secondary education and professional training in administrative andor clerical support. You have at least 2 years of relevant work experience in a similar position. You are proficient in the English language, both written and spoken knowledge of another official ESA language is and asset. The knowledge of the local national language Dutch is an asset. You are highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing preferably Lotus Notes. The following skills would be highly desirable You are familiar with ESA working environment in a similar position. How to Apply Looking to take your career to the next level? Interested applicants should submit their CV and Cover Letter to RHEAs Recruitment team at careersrheagroup.com no later than 31122018. Preference will be given to candidates eligible for an EU or national personal security clearance at the level of CONFIDENTIAL or above. About RHEA Group RHEA Group is a leading engineering consultancy firm with demonstrated expertise in space, system and secure software solutions. We attract skilled engineers, scientists and management professionals and offer a range of exciting career paths working alongside clients such as the European Space Agency, the European GNSS Agency, EUMETSAT and NATO.
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