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Assistant Documentalist

2018-02-07 15:25:56| Space-careers.com Jobs RSS

As Assistant Documentalist, your tasks will cover the operations, maintenance and evolutions of the SharePoint based documentation management system, including processes and the use of supporting electronic documentation management tool. This position is based in Noordwijk, The Netherlands. Tasks and Activities The scope of work will include Regular review of the status of running contracts and internal activities of interest. Gathering of deliverable documents from Technical Officers and inhouse experts. Document registration, distribution and archiving, as well as provision of reproduction services as needed. Handling confidential information and access rights of users with respect to these deliverables. Processing official and internal papers relevant to the activities of the Division. Maintenance of accurate records of information in Excel and in SharePoint. Management of original files and creation of electronic versions of documents. Build up and maintenance of Division document registrationfiling system according to QMS standards, acting as a point of contact for all documentationadministrative tools e.g. DMS, RID system, action item database, etc. used by the Division. Compile inputs from the responsible contributors for monthly reports and Quarterly Status Reports, for review and finalisation by the Division Head, when required. Related support to study reviews. Supporting users in retrieving documents on request from SharePoint or from archive. Responsible for the effective transition of documents from paper copies to digital records. Support to enhancements of the document management concepts and of future improvements. Provision of various logistic support to the Division. Skills and Experience The following skills and experience are mandatory You have a university degree Bachelor or equivalent qualification with some years of relevant experience. You have a general interest in and good understanding of technical, programmatic and policy issues of ESA EO programmes. You are proficient in MS Office packages including Powerpoint and Excel. You are highly proficient in modern planning control tools, office automation software and databases. You have excellent planning and organisation skills and attention to detail. You possess good communication skills. You are able to work both autonomously and as part of a team within the boundaries of assigned tasks and a stringent schedule. Initiative and motivation to perform to high standards in a demanding environment. You are able to establish and maintain effective working relationships with the outside world. You have excellent command of the English language, both oral and, more importantly, written. The following skills would be highly desirable You have knowledge of ESA administrative and financial processes. You have experience with SAP. 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 02032018. 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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RTCDTIA00074 Secretary Administrative Assistant

2018-02-06 16:23:30| Space-careers.com Jobs RSS

Reporting directly to the Executive Secretary of the Director of Telecommunications and Integrated Applications, and with a high degree of autonomy, the postholder will provide administrative support in the Directors office. This will include preparing the missions of the Director and keeping the Director informed on all logistics related to the travel arrangements, information recorded accurately and updated as needed in the diary dealing with incoming telephone calls and information requests. analysis, registration, distribution and filing of correspondence preparing related dossiers and background documents for the Director followingup of actions, drafting of replies to correspondence and enquiries as appropriate on personal initiative or on instructions, collecting information and documents necessary for the Director to take action on given issues organizing high level meetings and participation of the Director to any other events as required by the position ordering of office supplies and maintenance of stationary maintaining documents libraries for the Unit, including maintenance of change log, distribution lists, issue information notes to concerned users support to the Project Review Process support to visitor service including access control, preparing visa applications, distribution of information material 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.

Tags: assistant administrative secretary

Resources Control Assistant

2018-02-02 19:25:41| Space-careers.com Jobs RSS

Vacancy in the Directorate of Operations. ESA is an equal opportunity employer, committed to achieving diversity within the workforce and creating an inclusive working environment. Applications from women are encouraged. Post Resources Control Assistant This post is for a limited period of 4 years, nonrenewable, and is classified B5B6 on the Coordinated Organisations salary scale. Location ESOC, Darmstadt, Germany Description Resources Control Assistant in the Cost Centre Control Section, Business Unit Control Office, Directorate of Operations. Duties Reporting to the Head of Section, the postholder will assist in managing financial and manpower aspects for planning, evaluating and implementing the utilisation of workforce and financial resources within the cost structure of the Directorate. The incumbent oversees the income and expenditure flows, verifying that cost plans are implemented to schedule and budgetary parameters by maintaining close contact with cost centre managers and systematically collecting all relevant data. This includes assisting the Office in conducting cost audits, managing project schedules, and overseeing regulatorycompliance issues. Main duties include Planning providing support with respect to the planning, implementation and interfacing of financial and workforce resources related to the Directorate assisting in coordinating preparation of the Directorates budgets assisting in consolidating inputs to corporate budgets and delivering further financial data for asset, inventory and risk management Implementing assisting in populating corporate business tools e.g. SAP with relevant resourcesrelated data assisting in managing the financial processes for the services and facilities provided by the Directorate assisting in taking preventive and corrective measures to ensure integrity of the Directorates resources plans and financial and cost accounting statements in accordance with ESA policies and applicable accounting standards providing assistance in managing the directorates resource utilisation and income for internal and external customers Interfacing assisting in supporting the Directorates cost centre managers and project controllers by providing guidance on matters related to financial planning and execution and on defining cost models for their cost centres assisting in coordinating with ESA corporate finance, accounting, risk management and control entities to ensure smooth discharging of the above responsibilities assisting in providing the Head of Business Unit Control with financial reports enabling the assessment of resourcerelated performance assisting in consolidating financial information for external addresses including ESA Stakeholders Technical competencies Stateoftheart knowledge in area of responsibility at required level Cost and financialmanagement accounting, accounting standards Knowledge of SAP solutions Knowledge of the ProcuretoPay process Project and risk management Budgeting, cost control and resources and activities planning Behavioural competencies Communication Teamwork Customer Focus Problem Solving Planning Organisation Self Motivation Education Thirdlevel education e.g. short cycle university education or equivalent experience, supplemented by specialised training in relevant finance fields. Additional requirements Other information For behavioural competencies expected from ESA staff in general, please refer to the ESA Competency Framework. The working languages of the Agency are English and French. A good knowledge of one of these is required. Knowledge of another Member State language would be an asset. The Agency may require applicants to undergo selection tests. The closing date for applications is 02 March 2018. If you require support with your application due to a disability, please email contact.human.resourcesesa.int. Please note that applications are only considered from nationals of one of the following States Austria, Belgium, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania, Spain, Sweden, Switzerland, the United Kingdom and Canada and Slovenia. Priority will first be given to internal candidates and secondly to external candidates from underrepresented Member States. In accordance with the European Space Agencys security procedures and as part of the selection process, successful candidates will be required to undergo basic screening before appointment. Apply HERE

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Management Support Assistant Administrator

2018-02-02 17:25:44| Space-careers.com Jobs RSS

Vacancy in the Directorate of Operations. ESA is an equal opportunity employer, committed to achieving diversity within the workforce and creating an inclusive working environment. Applications from women are encouraged. Post Management Support Assistant Administrator This post is for a limited period of 4 years, nonrenewable, and is classified B2B4 on the Coordinated Organisations salary scale. Location ESOC, Darmstadt, Germany Description Management Support Assistant Administrator in the Strategy Coordination Office, Directorate of Operations. Duties Reporting to the Head of Office HO, the postholder will be responsible for the Office secretariat and for supporting the Office team as a whole filtering correspondence and enquiries relevant to the Office synthesising information and presenting related dossiers and background documents to HO, following up actions, drafting replies to correspondence and enquiries as appropriate planningcoordinating HOs commitments and meetings, organising HO mission travel and claims, supporting the Office team in its mission travel organisation and keeping HO informed of all issues of concern during absences preparing all relevant background files for meetings and ongoing activities for HO collecting information and documents necessary for HO to take action on given issues taking, producing and distributing minutes of meetings as required collecting inputs for the regular and ad hoc reporting under Office responsibility and drafting reports supporting the organisation of external visits under Office responsibility supporting editing of documents produced internally ensuring orderly coordination of the HOs secretariat, registration and distribution of correspondence, filing and archiving of documents setting up and maintaining a shared area for all Office documentation for internal and external access acting as backup, during their absence on leave, for the secretariats of the Directorate andor its Business Unit Control Office ensuring coordination and cooperation with the secretariats of the Directorate, corporate organisational units as required, and departmental and other organisational units, to enable smooth running of the office. Technical competencies Stateoftheart knowledge in area of responsibility at required level Proficiency in the use of the Agencys information systems, tools and applications, including online services on the internet Knowledge of the relevant Agency rules, processes and procedures Behavioural competencies Communication Continuous Learning Customer Focus Planning Organisation Results Orientation Self Motivation Education AssistantSenior Assistant level Higher education bachelors level, supplemented by professional training in administrative methods andor in secretarialrelated activities Additional requirements Applicants should possess excellent interpersonal and communication skills, be able to handle confidential matters and ensure a high level of discretion, synthesise information concisely, have excellent organisational skills and be able to multitask, prioritise and work well under pressure. Other Information For behavioural competencies expected from ESA staff in general, please refer to the ESA Competency Framework. The working languages of the Agency are English and French. A good knowledge of one of these is required. Knowledge of another Member State language would be an asset. The Agency may require applicants to undergo selection tests. The closing date for applications is 02 March 2018. If you require support with your application due to a disability, please email contact.human.resourcesesa.int. Please note that applications are only considered from nationals of one of the following States Austria, Belgium, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania, Slovenia, Spain, Sweden, Switzerland, the United Kingdom, Canada and Slovenia. Priority will first be given to internal candidates and secondly to external candidates from underrepresented Member States. In accordance with the European Space Agencys security procedures and as part of the selection process, successful candidates will be required to undergo basic screening before appointment. Apply HERE

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