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Administrative Assistant
2020-09-16 11:13:40| Space-careers.com Jobs RSS
Position Reference 628 We are currently looking for an Administrative Assistant to work in the city of Noordwijk, The Netherlands. Tasks and Activities The scope of work will include Analysing incoming mailpaper and email and presenting these data in an organized and prioritized manner to the Head of Department. Ensuring that important and urgent mail reaches the HDepartment Office to ensure timely responses and followingup 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 TIAP 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 TIAP 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 TIAP Head of Departments 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 prescreening 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. Planningcoordinating the Department Head agenda, commitments and meetings, organizing the missions and keeping the Department Head informed on all issues of concern. Preparingcoordinating and monitoring the timely completion of inputs for Directorates meetings supervising the preparation of filesreports for such meetings and special subjects. Preparation of the Department Heads 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. Skills and Experience The following skills and experience are mandatory University degree preferably in Business and administration discipline. Solid and multiple years of experience in assisting Senior Executive. 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. Proficiency in the use of the Agencys information systems and tools ESAP, Eclipse is required. Strong knowledge of MS Office tools, in particular Excel and PowerPoint. Proficiency in the English language, both written and spoken. The following skill would be highly desirable Good knowledge of French language. 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 08102020. Preference will be given to candidates eligible for an EU or national personal security clearance at the level of CONFIDENTIAL or above.
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administrative
administrative assistant
assistant administrative
Category:Transportation and Logistics