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Secretary Administrative Assistant
2019-11-13 10:14:36| Space-careers.com Jobs RSS
Position Reference 132 You will have the opportunity to provide secretarial and administrative support to ESA organisational entities Divisions, Services, Offices and Projects. Tasks and Activities The scope of work will include 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 stationary. 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. 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. Support to the Project Review Process. Support to visitor service including access control, preparing visa applications, distribution of information material. ESA site administration including periodical update e.g. daily of site schedule, updating and distribution of the site telephone list. 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. Proactively supporting the ECSAT Site Manager in following up of actions, and interfacing with nominated external partners. Minute writing support for meetings called by ECSAT Site Manager, according to need. Adhoc support to the ECSAT Site Manager in restructuring the document setup for the unit, or other secretarial tasks as and when needed. Skills and Experience The following skills and experience are mandatory You are fluent in English level C1, both written and spoken. You have at least 2 years of relevant work experience. You have a good general education at least to higher secondary level or to secondary level complemented by professional training in administrative andor clerical support. You have specific functions fluent knowledge of the local national language. You have highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing preferably Lotus Notes. You are professional in all dealings with ECSAT staff, contractors and visitors. You are highly flexible, efficient, well organised and have an eye for detail. The following skills would be highly desirable You have knowledge of another official ESA language. You have 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 03122019. 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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Category:Transportation and Logistics
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