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General Secretarial Administrative Support
2014-01-07 12:34:02| Space-careers.com Jobs RSS
A Spanish leader company in Aerospace Engineering and Scientific services with more than 45 years of experience working for NASA and 35 years working for ESA seeks a candidate for a position of General Secretarial Administrative Support located at ESTEC Netherlands. The work covers a broad range of secretarial and administrative services and support to all organisational aspects to be provided to the secretariat of the Senior Scientific Advisor SREA. Standard tasks like meeting and travel organisation are complemented by specific tasks to cope with the broad range of responsibilities delegated to the Senior Science Advisor. The scope of work and tasks to be performed are as defined in the generic work package in Annex A and are recalled here Daytoday support to Unit personnel regarding business travel arrangements, leave management, coordination of training. Dealing with incoming telephone calls and information requests. 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 stationery. Room and resources bookings for meetings andor events falling under the responsibility of the Unit. Administration and handling of shipment of goods and express mail. Tasks related to documentation management, distributionregistration of mail and documents. Organisation 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 taking minutes of meetings as required. Participation in the organisation of events e.g. workshops, conferences as required. In addition to the above that correspond to standard activities in support to an organisational unit, the work package may also cover the following tasks Support to visitors, including access control, preparing visa applications, distribution of information material. Data collection, extraction from various corporate applications e.g. SAP, PRISMA and from various internal sources and data consistency checking and coherence analysis. Maintaining close liaison with other Departments and Offices in the Directorate to ensure smooth running of daytoday business. Specific tasks Specific knowledge is required in the following areas Familiarity with modern electronic office automation tools e.g. Microsoft Office suite and techniques, electronic mailing, customised database, and internet software applications. Capacity to identify priority actions requiring the attention of the Senior Scientific Advisor, to maintain an uptodate action list, and to supply or source background material as necessary. Capacity to identify priority actions for the contractors own work and to handle high workload. Wellbalanced autonomy in executing the required tasks. Documentation management and use of related tools and techniques in relation to the concerned activities. Specific Qualification Requirements The Senior Scientific Advisor has a number of specific duties and responsibilities within the Directorate. These include a significant outfacing component, liaising with the external scientific community and with various scientific bodies, organisations, and institutions. Thus, the contractor must be able to deal in a flexible, responsive manner with a variety of interfaces external to ESA, and be able to prioritise between them effectively when the needs arises. Similarly, the contractor must maintain an uptodate agenda for the Senior Scientific Advisor. In addition, the contractor will also need to support the activities of the Communications, Outreach, and Education Group COEG of the Directorate, which falls under the responsibility of the Senior Scientific Adviser. The COEG is charged with communicating the progress on the implementation of missions and their scientific results once in operation, via written and visual material published on the web, in brochures, and other materials. Audiences include the general public, the external scientific community, ESA internally, and schools. Correspondingly, the contractor will also be responsible for providing administrative and secretarial support to the 10 members of the COEG in their activities, including meeting scheduling, travel arrangements, maintaining budget and cost overviews, and helping with scheduling of group activities. Any specific experience in working in the domain of communications would therefore be an asset. For the execution of the above tasks, the contractor will be required to use ESA corporate and DSRE specific IT systems and databases. Experience using Apple Macintosh systems and the OS X operating system would be an asset. Other Information Good interpersonal and communication skills are indispensable. A good team spirit is also essential. The incumbent should be comfortable in an international working environment and be fluent in spoken and written English, one of the official languages of ESA. Applications Interested candidates should send cv and cover letter to curriculumisdefe.es by 24th january 2014. The Job code must be included on the subjet.
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