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Secretary Administrative Assistant

2020-10-23 12:11:29| Space-careers.com Jobs RSS

HE Space is a successful international space company. For nearly 40 years, we have been supporting our customers with qualified experts in the field of engineering, science and administration. We are currently looking for a Secretary Administrative Assistant to support our customer in the Netherlands. Secretary Administrative Assistant Key Tasks and Responsibilities As part of the Dir of Human Robotic Exploration Prog. at ESTECESA, you will have the following responsibilities 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 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. Skills Experience You will have the following qualifications and relevant experience Several years of relevant experience Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing preferably Lotus Notes Familiarity with ESA working environment in a similar position is a distinct advantage Fluency in English and Dutch is mandatory knowledge of another European language is an advantage This job is located in Noordwijk. We welcome applicants who are available from January 2021 or as soon as possible thereafter. If you think you have what it takes for this job, please send your CV together with a letter of motivation both in English and in Word to Ms Chiara Grossardi, by clicking on the button Apply for this job quoting job NL SC4389 before 11Nov20. An exciting and dynamic international working environment awaits you!

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Assistant Project Manager

2020-10-19 15:14:42| Space-careers.com Jobs RSS

Position Reference 657 We are currently looking for an Assistant Project Manager to work for our client in the city of Brussels, Belgium. The European Union has the ambition to invest in the development of a new integrated, secure and autonomous space connectivity system. This system shall provide highspeed broadband availability throughout the territory of the European Union, as well as reliable, secure and costeffective governmental communication services that support protection of critical infrastructures, surveillance, external actions and crisis management, possibly including those based on quantum technologies. Tasks and Activities The scope of work will include Organisation and implementation of the project review. Handling and maintenance of the deliverable documents database, including configuration control. Collection and classification of the Review Item Discrepancies RIDs from the project reviewers during review milestones. Organisation of reviewers meetings. Organisation of RIDs discussion. Skills and Experience The following skills and experience are mandatory Masters Degree in the relevant discipline. At least 5 years of experience in managing reviews of documents. Experience in working with European institution. Experience in project management and corresponding certifications are an asset. Fluency in English, both written and spoken. Organised, dynamic and proactive. EU nationals. 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 26102020. 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 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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Secretary Administrative Assistant

2020-09-11 13:11:18| Space-careers.com Jobs RSS

Position Reference 624 We are currently looking for a SecretaryAdministrative Assistant to work in the city of Noordwijk, The Netherlands. Tasks and Activities The scope of work will include Coordinating actions with other secretaries of the department. Planningcoordinating the commitments and meetings, organizing calendar and keeping the Department Offices 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 Staff to take actions on given issues. Maintain and manage confidential information. Analyzing incoming mailpaper and email and presenting these data in an organized and prioritized manner. Ensuring that important and urgent mail reaches staff to insure timely responses. Coordinating actions with the TIAT office and other Department offices organizing and coordinating high level meetings e.g. Steering Boards with Industry. Ensuring the diffusion of information between the Head of Office and the ProgrammesProject Teams. Answering incoming calls and performing a prescreening of these calls for direct connection with the Head of Office or for reply at a later time. Keeping organized records of these calls and checking closure and follow up. Preparation of staff missions and travel arrangements Supporting the Department Head and TIAT staff in the preparation and follow up of administrative, organisational and contractual matters. 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 tasks the contractor will be expected to use related ESA Corporate software tools, documentations systems, and databases and interface with the relevant actors across the Agency. Provide support to ensure the implementation and operations of the Department Documentation Management System in accordance with the ISO requirements and TIA processes. 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 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. Skills and Experience The following skills and experience are mandatory Qualification 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. 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. Experience of Documentation management. Proficient in the English language, both written and spoken, Knowledge of another language French, Italian, German, Spanish is an asset Excellence in the use of standard office automation support software packages and of commercial database system and electronic mail. 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 05102020. 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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Payable Accountant Assistant

2020-08-28 10:11:22| Space-careers.com Jobs RSS

Do you have strong knowledge in SAP and in particular ECC and SRM modules and familiarity with relevant ESA corporate applications e.g. ESAp? Are you excited to work in the Space sector? You could be our new Payable Accountant Assistant. Come and join our great team at Serco at the European Space Agency! Serco is among the leading Space Industry and Services Companies. We have over 40 years experience in supporting the space sector Since the creation of the European Space Agency ESA, our employees have been providing everyday their technical, scientific and management skills to support the full range of European cornerstone space missions. Serco and Proud Make a difference every day. We currently have an exciting opportunity for a Payable Accountant Assistant, based in Noordwijk Netherlands . Job Description What we offer if you join our amazing team Competitive Salary Corporate Benefits Package Exciting relocation package if applicable Company events Main Responsibilities The postholder will focus on the below main responsibilities Analysing, validating and approving all Agency payments to suppliers in compliance with ESA accounting policy, the Financial Regulations, instructions and procedures internal rules carrying out related financial operations and interfaces with suppliers Endofperiod adjustments, offsetting of prepayments against progress invoices and vendor clearing, analysis of balances, clearing of accrued costs versus invoices received and other accounting practices related to accounts payable Responding to queries from industry Preparing urgent payment lists Other adhoc financial accounting tasks as requested by management. Successful Candidate The successful Candidate should bring the following skills and experience A Bachelors Degree or equivalent professional qualifications in a financial discipline and a significant period of practical experience of financial accounting at ESA or in a comparable environment. Experience as a user of SAP and in particular ECC and SRM modules and familiarity with relevant ESA corporate applications e.g. ESAp is an asset. Familiarity with modern office automation tools and techniques, in particular Microsoft Office or equivalent, as well as customised database and software applications. Proficient in the English language, both written and spoken, knowledge of another official ESA language is an asset. Capacity to identify priority actions and to handle high workload. Reliability, commitment and initiative together with a wellbalanced autonomy in the execution of the required tasks. Important Any offer of employment is contingent upon you providing documents to verify your identity and employment eligibility, as required by law. Applicants are reminded that they will be requested to produce such documentation during the recruitment process. Please contact a member of the recruitment team if you require further details of acceptable types of documentation required for verification of identity and work authorization. Data Protection When creating a profile on the Serco Career Centre you agreed to the Data Protection policy, a copy is available upon request.You may submit a written request revoking your consent to this agreement at any time. About The Company Serco is one of the worlds largest providers of public services to Governments employing over 50,000 people in over 20 countries. In Europe, Serco supports governments and international organisations in the delivery of essential public services with operations in Belgium, France and French Guyana, Germany, Italy, Luxembourg, the Netherlands, Spain, Switzerland. Serco is a trusted provider of services to National Space Agencies and the European Space Agency ESA. We have over 40 years experience supporting the space sector and providing services for all stages of our customers space missions. What connects the ever growing Serco workforce is a passion for delivering great service and to keep ahead we have to constantly evolve and enhance the way we deliver our services and everyone in Serco has a role to play. We have a mandate to execute brilliantly and our people lead and inspire based on our core values, Trust, Care, Pride and Innovation. If you share our values and want to join a team of over 50,000 passionate colleagues globally we want to hear from you. Make a difference every day. More at httpswww.serco.comeusectorexpertisespace httpswww.serco.comeucareerscareersinspace

Tags: assistant payable accountant assistant accountant

 

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