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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.

Tags: assistant administrative secretary

Administrative Review Committee

2020-07-31 22:29:05| PortlandOnline

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Secretary Administrative Assistant

2020-07-30 16:11:39| Space-careers.com Jobs RSS

Job Introduction Do you have experience in administration environment ? Do you wish to have an exciting working experience in the European Space Agency? Come join us as Secretary Administrative Assistant our team at ESTEC, based in Noordwijk Netherlands. Main Responsibilities As Secretary Administrative Assistant you will 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. 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 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. Successful Candidate Do you think you are the person we are looking for? See below what experience or knowledge you should bring Proficient in the English language, both written and spoken knowledge of another official ESA language is and asset. For site specific functions fluent knowledge of the local national language is also required. 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.

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