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Administrative Assistant

2019-01-30 13:30:02| Space-careers.com Jobs RSS

Specific Tasks 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. Specific for ECSAT 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 Requirements 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. professional in all dealings with ECSAT staff, contractors and visitors highly flexible, efficient, well organised and have an eye for detail

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Administrative Assistant in the EGNOS SBAS division

2019-01-24 18:31:51| Space-careers.com Jobs RSS

Vacancy in the Directorate of Navigation. 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 in the EGNOS SBAS division This post is for a limited duration of 4 years, nonrenewable, and is classified B2B4 on the Coordinated Organisations salary scale. Location ESTEC, Noordwijk, The Netherlands, with a resident assignment in Toulouse, France Description Under the direct responsibility of the Head of the Egnos and SBAS division, and working in close collaboration with the divisional Administrative Assistant, the postholder is responsible for providing administrative support to members of the division, in particular Duties Providing secretarial support to the Egnos Team handling of phone calls, registering of incomingoutgoing correspondence, maintaining records and files Organizing and following up of all the travel arrangement plans and MAS mission orders in line with Agency rules and practices Assisting and following up the meeting rooms booking requests and ensure set up of videoconferences Providing support and logistics in the organization of meetings with internal and external partners Handling leave requests, maintaining records and status of presenceabsence Ensuring continuity of service by acting as backup to the other Administrative Assistant of the Division Performing other duties as assigned by the Head of the Division 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 Assistant Level. Higher vocational Bachelors level or higher supplemented by professional training in administrative techniques andor in secretarial related activities. Proficiency in the languages of the Agency. 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 21 February 2019. 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, 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. When shortlisting for an interview, priority will first be given to external candidates from underrepresented Member States. 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

2019-01-21 12:29:32| Space-careers.com Jobs RSS

About Us The GSA is managing the operations and service provision for the European Global Navigation Satellite Systems GNSS EGNOS and Galileo. It is the European flagship for space programmes, embodying what can be achieved when Europe works together, bringing real benefits to people, business in Europe and around the world. The Administrative Assistant will support the Head of Department of assignment and will be entrusted with the following main activities Coordinating and organising meetings and events classified or unclassified for the department, including all logistical aspects Keeping track of work in progress and ensuring the follow up of assigned projects until completion Drafting correspondence, preparing relevant minutes, reports, statistics, databases, notes, presentations and proofreading of documents related to the activities of the department Categorising and prioritising files submitted to the Head of Department Providing assistance related to financial, human resources and facilities matters Providing assistance in document management tasks for both electronic and physical archives classified or unclassified Management of calendarsagendas and mails, including categorising and redistribution within the department Eligibility Criteria 1 Have a level of education which corresponds to aa postsecondary education1 attested by a diploma, OR ba secondary education attested by a diploma giving access to postsecondary education and appropriate professional experience2 of three years 2 Be a national of a Member State of the European Union or Norway 3 Be entitled to his or her full rights as citizen 4 Have fulfilled any obligations imposed by the applicable laws concerning military service 5 Meet the character requirements for the duties involved3 6 Have a thorough knowledge of one of the languages of the European Union4 and a satisfactory knowledge of another language of the European Union to the extent necessary for the performance of hisher duties Application Process For applications to be considered valid, candidates must submit an email to HRJobgsa.europa.eu with a subject line of SURNAMENameVacancy Reference Number which contains the Agencys approved application form Download it here httpwww.gsa.europa.eugsajobopportunities. This form must be Completed in English Fully completed, pointing out the professional experience relevant to this position incl. calculation of years, months Printed, signed and clearly scanned in in one single document 1 Only study titles that have been awarded in EU Member States or that are subject to the equivalence certificates issued by the authorities in the said Member States shall be taken into consideration. 2 Only appropriate professional experience acquired after achieving the minimum qualification stated in A.1 shall be considered. Where additional periods of training and study are accompanied by periods of professional activity, only the latter shall be considered as professional experience. Compulsory military service or equivalent civilian service accomplished after achieving the minimum qualification stated in A.1. shall be taken into consideration. Internships will be taken into consideration, if they are paid. Professional activities pursued parttime shall be calculated pro rata, on the basis of the percentage of fulltime hours worked. A given period may be counted only once. 3 Prior to the appointment, the successful candidate will be asked to provide a Police certificate confirming the absence of any criminal record. 4 The languages of the EU are Bulgarian, Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, Irish, German, Greek, Hungarian, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovak, Slovene, Spanish and Swedish.

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