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Assistant Administrator
2018-07-04 19:25:11| Space-careers.com Jobs RSS
Specific Tasks Under this work package the contractor shall support the Earth Observation EO Programmes Directorate, assigned to the Future Systems Department, which is located at two ESA sites namely ESTEC including the EOP8M Division and ESRIN including the EOP8A and EOP8C Offices and the newly established 8lab. Heshe will support in managing the Departments programme activities and milestones in liaison with the managers in the Department integrate inputs and provide overview of resource requirements interface with other assistant administrators and project controllers as well as with managers of other Departments as required prepare and assist in producing programmatic status reporting as required support developing and maintaining the integrated planning of the Department resources and calendars support the preparation and conduct of internal and external audits prepare minutes of internal management meetings, integrating various inputs, and maintain consolidated action item lists for the Department,tracking actions so that they are discharged in coherence with the established procedures interact with staff in the Department as well as with other teams in the Directorate in order to plan, facilitate and stimulate the exchange of information, in particular within the Department since this is located in two different sites and therefore requiring efficient and timely exchanges, including organization of adhoc meetings, videoconferences, workshops and seminars, as needed identify new topics for crosssite coordination and propose specific actions for harmonization and coordination collate and organise highlevel information related to ESA management, programmes and activity plans in support of wideranging interactions relevant to the Future Systems Department proactively manage the internal and external information tools e.g. SharePoint, web pages, etc for the Departmentrelated internal and external communications, including writing and editing web pages and circular letters, interacting via social media, etc. support handling of documents from local DMS, including their maintenance according to QMS procedures, as well as from DMSs of external partners andor industry, from out of paper archives and other sources like ESA libraries, etc support project controllers as needed in preparation and administration of procurement actions act as a point of contact for all documentationadministrative tools e.g. DMS, RID system, action item database, etc. used in the Department, acting as focal point for all such tools used in the Department support the configuration management and risk management processes within the Department compile periodic reports from inputs from various contributors for review and finalisation by the Department Head support coordination and organisation of Departmentlevel internal and external meetings and reviews manage the procurement of promotional items for the Department oversee the administrative policies at Department level handle communications and events of interest for the Department, including conferences, workshops, courses, etc. Requirements A university degree Bachelor or equivalent qualification with a minimum of 5 7 years of experience in administrative support, writingediting or other relevant experience, is required. Some background in elements of information science and technology, preferably achieved in a computer engineering environment and including some programming knowledge, is required. Excellent interpersonal skills, e.g. communicating and interacting with individuals at all levels, and the capability of identifying priorities and handling high workload with a proactive approach to problem solving, are required. Excellent planning and organisational skills, as well as initiative and motivation to perform to high standards in a demanding environment, are required. Ability to travel frequently between sites, namely ESTEC and ESRIN, and flexibility with the working schedule, are required. Proficiency in office automation and database software packages and in planning control tools is also required, with ability and interest to learn other applications and tools within an infrastructure based on innovative solutions. Experience in an international organization or multicultural working environment will be a key asset. Interest in technical, programmatic and policy issues of ESA EO programmes, with a desire to learn and ability to think outside the box, is an asset. Knowledge of ESA administrative and financial processes and experience with SAP and with ISO9001 certification projects is an asset. An open multicultural attitude, while caring for accuracy on the job and trustworthiness, is required. Full and proven fluency in the English language, spoken and written, as well as knowledge of another European language are mandatory.
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assistant administrator
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Assistant Administrator
2018-02-22 15:26:13| Space-careers.com Jobs RSS
Position Reference 065 RHEA Group is currently recruiting for an Assistant Administrator to support the Corporate Business Process Management Office at our clients premises. Tasks and Activities The scope of work will include Screen and analyse the incoming requests for procurement and ensure the registration of all request and inquiries in the internal tracking system. Documentation for correctnesscompleteness prior to further processing. Follow up with the Financial Operations Division on Good Receives Notifications and Invoices. Support in esap the mapping of vendor invoices to Delivery request and orders. Maintain overview at any time on pending order request Maintain overview at any time on discrepancies of invoices and order request, missing Good receive Notifications Arrange internal reshipping of goods, in case a direct delivery to the user location was not possible. Support vendor RMA process for broken products, handle and manage repair and service requests. Maintain overview at any time on complaints and escalation about procurement of wrong items or of missing items. Maintain overview at any time of delivery times for all procurements. Administrative support of the IT procurement office for engaging with new suppliers and setting up new procurement agreements Liase with the ESA Procurement offices on all sites for issuing RFPs and Tenders for new IT supplier contracts. Organize and manage electronic and paper filing and reference system for email, correspondence, internal memoranda, reports, and other documents received or generated by the IT procurement office Prepare briefing files and materials for meetings, search for documentation and compile other materials as required. Organize and coordinate administrative arrangements for relevant internal and external meetings and events, including sending out invitations and agenda provide logistical assistance in relation to the travel of participants. Skills and Experience The following skills and experience are mandatory You have a University Degree Bachelor from a recognised Institute of secondary studies or equivalent. You have several years professional experience in administrative support for projects or procurement activities. You take responsibility and manage constructive criticism You work effectively with all clients and stakeholders You promote continuous learning communicates clearly You take initiative and drive high levels of performance management You plan work, anticipate risks, and set goals within area of responsibility You contribute to a collegial team environment You have a highly methodical approach to work, strong planning capabilities and excellent writtenspoken communication skills are required. You have a profound knowledge of Microsoft Office tools, specially Microsoft Excel are required. The candidate shall be experienced in preparing Powerpoint presentations. The following skills would be highly desirable You have a good knowledge of 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 19032018. 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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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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Assistant Administrator
2017-11-27 18:16:16| Space-careers.com Jobs RSS
Vacancy in the Directorate of Earth Observation Programmes. 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 Assistant Administrator This post is classified B5B6 on the Coordinated Organisations salary scale. Location ESA Headquarters, Paris, France Description Assistant Administrator in the Strategy, Programme and Coordination Office, Directorate of Earth Observation Programmes. Duties Under the direct responsibility of the Director, particularly when at HQ, including but not limited to supporting the preparation of Executive Board meetings, Council, Programme Board meetings, as well as other meetings as appropriate like the Earth Observation Management Board EMB coordination of the Directors agenda with the Executive Secretary to the Director, in particular with respect to the planning and organisation of the Directors meetings at HQ Under the responsibility of the Head of Strategy, Programme and Coordination Office, the postholder is responsible for providing administrative support to the Head of Strategy, Programme and Coordination Office and overall administrative assistance for the Strategy, Programme and Coordination Office providing support in the preparation of relevant briefings, presentations, documentation for various meetings, including bilateral meetings with Member States, international partners, EU institutions, Council and DG bilateral meetings deployment, promotion and maintenance of ESA TeamSite SharePoint within areas of responsibility pertaining to the post ensuring the effective functioning of the Offices team at HQ, Paris, and liaising with local site and other support services as necessary supporting the staff of the Directorate for their activities taking place at HQ preparation and support for various highlevel events and external body meetings held in HQ monitoring the budget for the Office, in particular for meeting costs, missions, mission orders for experts and consultants, as well as interpreters. Other tasks as directed by the Head of the Strategy, Programme and Coordination Office. Under the responsibility of the Programme Board PBEO Executive Secretary, the incumbent is responsible for providing administrative support to delegate body meetings at programme board level PBEO, as well as support to other related meetings for example, reviews and workshops with delegations. This includes liaising with the relevant Board Secretaries for matters pertaining to the meetings and to the relations with DelegationsMembers preparation of meetings and logistics, providing support for the duration of the meetings and for postmeeting activities organisational issues of meetings with Delegations monitoring and processing of official documents for the PBEO and other delegate bodies liaising with delegations and colleagues from other establishments to provide and obtain relevant information in respect to meetings and documents maintaining the delegates and advisors lists for delegate and advisory bodies, including the interface with DGs Cabinet attending Committee and Programme Board Secretaries meetings on behalf of the Directorate. 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 Vocational Bachelor 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 2 January 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. 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 interview, priority will first be given to internal candidates and secondly to external candidates from underrepresented Member States. httpesamultimedia.esa.intdocscareersNationalityTargets.pdf 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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assistant
assistant administrator
administrator assistant
Corporate Controle Assistant Administrator
2016-02-25 14:04:47| Space-careers.com Jobs RSS
Vitrociset Belgium is looking for a candidate with the profile described below to deploy in ESTEC Please submit applications not later than 1432016 by EMAIL to Mr. Massimiliano Mazza, Head of Engineering services Satellite Operations M.Mazzavitrocisetbelgium.com cc. jobsvitrocisetbelgium.com Specific Tasks Support to the processes related to the main resources of the organizational entity i.e. budgets, manpower, staffing, including planning, execution and followup of the activities and resources budgets, manpower, missions, recharges of the Business Unit. Implementing all administrative actions related to procurement and contractual matters, including data entry in ESA Corporate e.g. SAP and local application as appropriate and monitoring of financial commitments and payment milestones, invoicing, etc. Assisting in the definition, preparation, implementation and maintenance of management support tools to ensure efficient execution of the related tasks. Contribution to the definition of new and improvement of existing related processes and tools and production of related documents. Specific Competence Requirements University degree Bachelor from a recognised Institution of secondary studies or equivalent qualification in Business Administration or Communications as relevant At least two years of previous relevant working experience in the field Proficient in the English language, both written and spoken. Ability to establish positive and constructive working relationship with team members and other colleagues within and outside of the Business Unit, service orientation, and ability to interface with senior management. Good written and verbal communication. Good sense of organisation of work, rigor, accuracy and reliability in the execution of the assigned tasks. Highly proficient in the use of modern activities and resource management support toolsdatabases of standard office automation support software packages including in particular advance usage of Excel MsOffice and in particular advanced use of Excel.
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