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Assistant Administrator
2014-06-02 12:38:58| Space-careers.com Jobs RSS
For our activities in ESTEC, we are currently seeking an Assistant Administrator. Tasks The Post holder shall provide Documentalist and Administrative support for the Department Head as well as the Management and Project Control Office of the Telecom Technologies, Products and Systems Department. The post holder responsibilities include the following The post holder responsibilities will include Ensuring the implementation and operations of the Department Documentation Management System in accordance with the ISO requirements and TIA processes. Coordinating and ensuring the timely preparation, approvals, completion and issue of all the Departments official documents prepared for ESA Delegate body meetings essentially JCB, IPC and Council, IPC and AC and for Directors management meetings. 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. Supporting the ISO management system and processes. Support to reviews and audits, and preparation of files as background for meetings and special studies. 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. Supporting the Department Head and Management and Project Support Office and Project Controllers in the preparation and follow up of administrative, organisational as well as contractual matters. In addition, the post holder shall also provide secretarial and administrative support to the Head of the Telecom Technologies, Products and Systems Department TIAT. The post holder responsibilities also include the following Planningcoordinating the Department Heads commitments and meetings, organizing calendar and keeping the Department Head informed on all issues of concern supervising the preparation of files for such meetings and any special subjects. On personal initiative or on instructions, collecting information and documents necessary for the Department Head to take actions on given issues. Analysing incoming mail for the Department Head paper and email and presenting these data in an organized and prioritized manner to the Department Head. Ensuring that important and urgent mail reaches the Department Head if on mission, or his authorized deputy to insure timely responses. Coordinating actions with the DTIA office and other Directors offices organizing and coordinating highlevel meetings e.g. Steering Boards with Industry. Coordinating and supervising the pool of TIAT Secretaries and follow up of actions with DTIA and DG. Registration and training of the newcomers Cursa Customer Representative Rights. Ensuring the diffusion of information between the Department Head and the Programmes Teams. 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. Composing routine correspondence and keeping a filing system for incomingoutgoing mail. Generating documents and textual and graphics presentations. 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. For the execution of the above tasks the contractor will be expected to use related ESA Corporate specific software tools, documentations systems, and databases and interface with the relevant actors across the Agency. Qualifications and Requirements University degree from a recognized Institution of secondary studies or equivalent qualification in Business Administration, Economics, Management or related field, together with an administrative background and experience in the disciplines related to the tasks under consideration. Business administration and documentalist at Assistant Controller level. Excellent communication skills. Ability to interface at appropriate level with relevant actors within and outside the Department. Ability to readily assimilate and coordinate input data and providing timely output to the hierarchy. Reliability, rigor and initiative in the execution of the assigned work. Proven sense of confidentiality. Languages skills English, French, Dutch other languages such as Italian, German, Spanish appreciated. Excellence in the use of standard office automation support software packages and of commercial database system and electronic mail. Sound knowledge of the use of the corporate software tools used in the Agency. Important All applicants must hold a current valid work permit for the Netherlands or be EU nationals.
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