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Administrative Assistant
2018-03-02 16:25:33| Space-careers.com Jobs RSS
Vacancy in the Directorate of Industry, Procurement and Legal Services. 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 Administrative Assistant 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 Administrative Assistant in the Operations and Ground Segment Procurement Division, Procurement and EU Administration Department, Directorate of Industry, Procurement and Legal Services. The postholder will report to the Head of Service at ESOC. Duties The main duties will involve providing support to the Division and will include carrying out all procurement and administrative tasks for the Head of Service and Contracts Officers in the Division, including following up the present systems, e.g. ESAP, ESASTAR and tracking tools carrying out all generic administrative tasks, e.g. typing, mission preparation, setting up of meetings, handling of filing and correspondence, parcel delivery, etc. upon request, preparing and executing small Contractual Direct Negotiation actions, under the supervision and authority of the Head of Service or a Contracts Officer, in close cooperation with the Technical Officer in charge of the activity. 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 Continuous Learning Customer Focus Planning Organisation Results Orientation Self Motivation Education AssistantSenior Assistant level Secondary School, supplemented by professional training in administrative techniques andor in secretarial related activities 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 30 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. According to the ESA Convention the recruitment of staff must take into account an adequate distribution of posts among nationals of the ESA Member States. Priority will be given to external candidates from underrepresented Member States when shortlisting for interview. see Nationality Targets 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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Administrative Assistant to ESAESOC OPSGS Division
2017-07-05 14:18:19| Space-careers.com Jobs RSS
Telespazio VEGA Deutschland is the first choice aerospace company for IT and engineering solutions and services. With more than 350 employees in Germany we shape the future of aerospace together and beyond. Our staff play a key role in determining our success through their qualifications, motivation, enthusiasm, different cultural backgrounds and their sense of teamwork. We share our clients passion for hightechnology in the Aerospace domain. We actively pursue transferring this technology to new markets. Every day we face new challenges and, as a result, we evolve. Our trusting work environment, multicultural understanding and fundamental technical expertise form the basis our company culture. The OPSGS Division undertakes studies, research and predevelopment of systems aiming at the incorporation in the ground infrastructure of new and proven technologies, when new missions or reduction of costs so require. Furthermore, the Division provides relevant expertise and support during critical or routine operation phases, as requested by ESA programmes and external customers. The Division scope of expertise also addresses groundbased radar and telescope technologies and related new activities. The successful applicant will become a member of the OPSGS Division, based at ESOC, Darmstadt, Germany. The initial position is limited to 9 months, with extension possibility until the end of 2018. We are looking forward to meeting you! ResponsibilitiesDuties The Administrative Support to OPSGS shall perform secretarial and administrative tasks to support the administrative, procurement and financial control processes, including financial budget preparation and execution manpower budget preparation and execution procurement plan preparation and execution ESA staff leave administration contract staff travel claims review minutes writing during divisional meetings technology development activities followup setup of videoteleconWebEx conferences Maintenance of the organigram travel preparation support office accommodation support librarianmedia library support workshop, conference and training support CCSDS Standardization Program support deputation for other OPSG secretaries in case of absence QualificationsExperience Applicants should have a secondary education and professional training in administrative techniques and in secretarial related activities. Essential Skills Applicants shall demonstrate a very good proficiency in Lotus Notes, MS Office especially Word, Excel and Access and SAP. A good proficiency in SharePoint is an asset. A good knowledge and understanding of the administrative procedures of the Agency is required together with attention to details and precision in the execution of the tasks. Good communication skills and an open personality are required including the ability to establish pleasant working interfaces both internally and externally. Native or very fluent English Desired Skills Knowledge of other European languages Your Benefits of joining us By joining the Telespazio family, you will enjoy all the benefits of a competitive salary in a sustainable work environment, flexible working time models, diverse advancement and training possibilities for technical, language and soft skills, a generous holiday package as well as a company pension scheme. We support you with your relocation. Through our wide network, we can also support your partner in finding a job at your new work location. Application Are you equally inspired by our visions and dreams? Get in touch with us today and send us your application! Your HR Contact for this position is Anke Mayer
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administrative assistant
Join Our Team: Administrative Assistant and Operating Engineer I
2017-06-26 18:10:51| PortlandOnline
Administrative Assistant
2017-06-21 10:10:24| Space-careers.com Jobs RSS
You will have the opportunity to provide administrative support in the Telecommunications System Project Office. Tasks and Activities The scope of work will include You will be coordinating actions with other secretaries of the department. You will be 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, you will be collecting information and documents necessary for the Department Staff to take actions on given issues. Maintain and manage confidential information. You will be analyzing incoming mail paper and email and presenting these data in an organized and prioritized manner. Ensuring that important and urgent mail reaches staff to insure timely responses. You will be coordinating actions with the TIAT office and other Department offices organizing and coordinating high level meetings e.g. Steering Boards with Industry. You will be ensuring the diffusion of information between the Head of Office and the ProgrammesProject Teams. You will be 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. You will be preparing staff missions and travel arrangements You will be supporting the Department Head and TIAT staff in the preparation and follow up of administrative, organisational and contractual matters. You will be composing routine correspondence and keeping a filing system for incomingoutgoing mail. Generating documents and textual and graphics presentations You will be checking 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 you will be using related ESA Corporate software tools, documentations systems, and databases and interface with the relevant actors across the Agency. You will be providing support to ensure the implementation and operations of the Department Documentation Management System in accordance with the ISO requirements and TIA processes. You will be 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 matters related to use of the relevant systems. You will be supporting the ISO management system and processes. Support to reviews and audits, and preparation of files as background for meetings and special studies. You will be 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 You have a 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. You have experience in Business administration You have excellent communication skills. You are able to interface at appropriate level with relevant actors within and outside the Department. You are able 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. You have proven sense of confidentiality. You have proven experience of Documentation management You are fluent in English competence in other languages such as French, Italian, German, Spanish is appreciated. 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 29062017. Preference will be given to candidates eligible for an EU or national personal security clearance at the level of SECRET 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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Senior Administrative Assistant, Tax
2016-06-01 13:07:00| Space-careers.com Jobs RSS
Senior Administrative Assistant, Tax Ref SES0826 Region Europe Location Luxembourg Betzdorf Company SES Category Tax Position Staff Published 20160531 Context As a member of the SES tax department you will perform general organisational and administrative duties and administrative support to the Senior Vice President and the Betzdorfbased tax team. Responsibilities Provide administrative support and perform general office organisational duties to tax department, including Travel arrangements for all department members Manage diary of department head and organise all meetings Phone coverage for Luxembourgbased team members Take meeting minutes where required and maintain departmental action lists Maintain tax filing system Provide content and administrative support to Tax Department regarding preparation proofreading, conventions, integrating input etc of all documents prepared by team members for submission to CFO Executive Committee Audit and Risk Committee Board etc. Keep tax departments budget, control invoices and requisitions Manage administrative organisational requirements of projects including owning the database, ensuring action owners fulfil their tasks monitoring project progress, participating in and chairing meetings, circulating updates after meetings, providing updates on progress Provide cover for corporate financial administrative supports during holiday or sick leave abssence Organise offsites Provide administrative support relating to tax compliance, including Collect and prepare W8BEN forms for internal and external customers Manage administration of Tax Risk Memo, verify content for conformity and quality Tax declarations for board attendance fees, annual dividend payment and other straight forward tax declarations. Request documents from Luxembourg Tax Authorities on behalf of Business Commercial for tenders etc. Maintain contemporaneous tax certificates documents on RFP Portal Manage tax administrative requirements of the annual dividend payment procedure, represent Tax Dept externally at review meetings with stakeholders and act as point of contact for external queries Provide administrative support relating to transfer pricing Maintain transfer pricing documentation index and intercompany agreement matrix Perform regular updates of the transfer pricing master and other TP documentation Periodically update the intercompany financing policy loan pricing manual Perform regular updates of the SES group companies credit ratings Support transfer pricing projects on an adhoc basis Provide administrative support relating to tax planning Assist in wording drafting documents provided to Internal Audit or external auditors Maintain SES Organisation Chart provide updates within Finance Department Experience Qualifications Higher education ideally university degree in Business Finance Prior work experience at least four years for an international company, ideally in Finance Tax environment Fluent in English strong German and French language skills. Any other languages are a plus MS Office Word, Excel, Powerpoint, Visio Familiarity with or willingness to acquire basic tax concepts and terminology Excellent interpersonal relations and communications skills Project management skills Capability to work in an accurate and organised manner flexible Able to work independently and confidently across departments and various management levels, participate chair meetings Stable personality with initiative able to manage multiple competing demands Comfortable supporting executive level e.g. CFO Administration backup absolute discretion Our Offer Competitive salary package, coupled with a diverse array of challenges and development benefits. SES is an Equal Opportunity and Affirmative Action Employer. This position reports to Senior Vice President, Tax Management Apply for this Job online
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