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Assistant Administrator
2018-07-04 19:25:11| Space-careers.com Jobs RSS
Specific Tasks Under this work package the contractor shall support the Earth Observation EO Programmes Directorate, assigned to the Future Systems Department, which is located at two ESA sites namely ESTEC including the EOP8M Division and ESRIN including the EOP8A and EOP8C Offices and the newly established 8lab. Heshe will support in managing the Departments programme activities and milestones in liaison with the managers in the Department integrate inputs and provide overview of resource requirements interface with other assistant administrators and project controllers as well as with managers of other Departments as required prepare and assist in producing programmatic status reporting as required support developing and maintaining the integrated planning of the Department resources and calendars support the preparation and conduct of internal and external audits prepare minutes of internal management meetings, integrating various inputs, and maintain consolidated action item lists for the Department,tracking actions so that they are discharged in coherence with the established procedures interact with staff in the Department as well as with other teams in the Directorate in order to plan, facilitate and stimulate the exchange of information, in particular within the Department since this is located in two different sites and therefore requiring efficient and timely exchanges, including organization of adhoc meetings, videoconferences, workshops and seminars, as needed identify new topics for crosssite coordination and propose specific actions for harmonization and coordination collate and organise highlevel information related to ESA management, programmes and activity plans in support of wideranging interactions relevant to the Future Systems Department proactively manage the internal and external information tools e.g. SharePoint, web pages, etc for the Departmentrelated internal and external communications, including writing and editing web pages and circular letters, interacting via social media, etc. support handling of documents from local DMS, including their maintenance according to QMS procedures, as well as from DMSs of external partners andor industry, from out of paper archives and other sources like ESA libraries, etc support project controllers as needed in preparation and administration of procurement actions act as a point of contact for all documentationadministrative tools e.g. DMS, RID system, action item database, etc. used in the Department, acting as focal point for all such tools used in the Department support the configuration management and risk management processes within the Department compile periodic reports from inputs from various contributors for review and finalisation by the Department Head support coordination and organisation of Departmentlevel internal and external meetings and reviews manage the procurement of promotional items for the Department oversee the administrative policies at Department level handle communications and events of interest for the Department, including conferences, workshops, courses, etc. Requirements A university degree Bachelor or equivalent qualification with a minimum of 5 7 years of experience in administrative support, writingediting or other relevant experience, is required. Some background in elements of information science and technology, preferably achieved in a computer engineering environment and including some programming knowledge, is required. Excellent interpersonal skills, e.g. communicating and interacting with individuals at all levels, and the capability of identifying priorities and handling high workload with a proactive approach to problem solving, are required. Excellent planning and organisational skills, as well as initiative and motivation to perform to high standards in a demanding environment, are required. Ability to travel frequently between sites, namely ESTEC and ESRIN, and flexibility with the working schedule, are required. Proficiency in office automation and database software packages and in planning control tools is also required, with ability and interest to learn other applications and tools within an infrastructure based on innovative solutions. Experience in an international organization or multicultural working environment will be a key asset. Interest in technical, programmatic and policy issues of ESA EO programmes, with a desire to learn and ability to think outside the box, is an asset. Knowledge of ESA administrative and financial processes and experience with SAP and with ISO9001 certification projects is an asset. An open multicultural attitude, while caring for accuracy on the job and trustworthiness, is required. Full and proven fluency in the English language, spoken and written, as well as knowledge of another European language are mandatory.
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