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Secretary Administrative Assistant

2017-08-28 15:11:24| Space-careers.com Jobs RSS

Aurora is an established supplier of skilled manpower to ESA and in particular at ESTEC and ESAC. Aurora has the opportunity to expand our support to ESA in the domain of BMC Business Management, Controlling Administration. Happiness of our employees has proven key to obtaining excellent results and a client who also regards us highly for excellent service. Overview The contractor will provide support to the Telecom Satellite Programmes Department. The principle tasks and responsibilities 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 Department Office to ensure timely responses and followingup of actions 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 Supporting the Department Head in the preparation and follow up of administrative, organizational as well as contractual matters 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. Specific qualification requirements A degree preferably in Business and administration discipline. A solid experience in assisting Senior Executive is mandatory. An excellent interpersonal and communication skills as well as very good qualities of order, method, tact, initiative, and in particular discretion are required. Highly proficient with modern electronics tools, in particular Microsoft office suite and electronic mailing, preferably Louts Notes. A proficiency in the use of the Agencys information systems and tools esap, Eclipse is a definite advantage. Languages skills Fluent English. A good knowledge of French language will be considered as an asset. Legal and Security Requirements All applicants must be legally allowed to work in The Netherlands Applicants are required to provide a copy of their passport and degree certificate. Aurora will validate the Degree with the issuing University and provide evidence to ESA. Prior to issuing a letter of employment the applicant shall provide to Aurora a recent official document declaring that they are of good conduct from the country where currently resident. Location The work will be performed at the European Space Technology and Research Centre ESTEC at Noordwijk, The Netherlands. Contract The selected candidate will receive good remuneration in line with ESA Job Class M1. Will be registered for both social security and tax in the Netherlands. The standard working hours are 40 per week. There are 12 public holidays and an additional 30 annual days holiday. Training to improve efficiency and provide strength for future career are of course included. Aurora assist with relocation both with support and financially. Aurora contributes to a company pension scheme. To be considered for this Position Provide prior to 12 September 2017 a summary of why you are a good candidate for the position together with a complete and detailed Candidate Proposal Form or CV and Motivation Letter toMr. Davide Starnone, at email davide.starnoneaurora.nl quoting reference BMCTIA66. Aurora will agree conditional employment terms and conditions with candidates before presenting them by 18 September 2017, 13.00 hours.

Tags: assistant administrative secretary