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Assistant Administrator
2021-03-09 12:12:19| Space-careers.com Jobs RSS
Position Reference 815 On behalf of ESA, we are currently looking for an Assistant Administrator to work in its Site ESTEC in the city of Noordwijk, The Netherlands. Tasks and Activities The scope of work will include Support to the planning, preparation, execution and followup of projects programmes activities in terms of schedule, related procurement actions, costs, manpower support, etc. including Assisting in preparing, developing and maintaining programme level plans. Assisting in the definition and in maintaining related workprocurement plans and related execution and contract actions plans using local tools as applicable. Monitoring of the implementation of activities, as appropriate, and preparation of related reports and provision of management information as required. Evaluating the results and main achievements of the activities, elaborating related KPIs, and preparing periodic overview publications. In the field of resources i.e. financial and manpower for programmeprojects Assisting in the preparation of longterm, medium term and inyear resource plans. Monitoring and controlling the implementation of the plans in line with resource targets, performing forecasting, identifying deviations and related recovery actions, producing related reports. Reviewing checking of ESA internal expenditures such as recharges, support services and purchases for consistency of industrial contracts. Checking commitments for consistency with budgets and ESAs procedures and consumption of commitment ceiling and initiating related budgetary transfers as required. In the field of procurements and execution of contracts Support to the preparation and followup of the Agencys tender actions. Support to the proposal evaluations as expert for the price and schedule verification and analysis. Support to the preparation of the financial contract commitment and the data entry of the milestone payment plans in the Agencys systems. Contributing to the elaboration, consolidation of related procurement workplans and detailed implementation plans e.g. Contract Action Plan baseline and related commitment consumption, cost and disbursement profiles. Ensuring that above plans are properly inserted in the appropriate management tools. Followingup of the progress of the procurement actions and contracts, and keeping track of status and maintaining the current actual and forecasting in the appropriate ESA tools. Creating related objects in ESAp, maintaining corresponding information in local applications as required and ensuring the correctness and coherence of related information. Monitoring and controlling of timely implementation of actions related to procurement and contractual matters, including monitoring of financial commitments, payment milestones and invoicing. Supporting industrial invoicing process and payment verification and control. Maintaining up to date the related data, performing data analysis, identifying deviations w.r.t. planstargets and production of associated reports to the responsible management and to the concerned customers when relevant. Operation of the associated management information tools and system databases. Skills and Experience The following skills and experience are mandatory University degree Bachelor from a recognised Institution of secondary studies or equivalent qualification in Business Administration, with at least 4 years of relevant experience. Experience in controlling andor management of activities and resources in aerospace industry. Knowledge of FinanceAccounting. High proficiency 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. Ability to rapidly understand and adapt to ESA specific context and environment including ESA corporate IT applications. Proficiency in English, both written and spoken, The following skills would be highly desirable Experience as user of SAP and in particular ECC and SRM modules and familiarity with relevant ESA corporate applications e.g. ESAp. Past experience with ESA in relevant activities. Knowledge of another official ESA 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 26032021. 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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administrator assistant
Assistant Administrator
2019-01-23 19:31:09| Space-careers.com Jobs RSS
DocumentalistCommunications Assistant Administrator within the Telecommunication Satellite Programmes Department. Reporting directly to the Head of Telecommunication Satellite Programme Department with a high degree of autonomy, the postholders responsibilities will include Control, PR and Communication Support and follow up the Department programme 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 and SOW, Participation to TEBs and follow up of implementation Act as focal point of contact between the Project Teams, the Head of Management Office and the Head of Department for internal and external communication in the Department including drafting and editing web contents and circular letters Coordinate communications and events of interest for the Department including conferences and workshops. Documentation Administer, in liaison with the Department Documentation and Configuration Office, the Departments documentation management system Eclipse Act as the owner of the Department internal documentation management process. Upload all Department documentation into Eclipse in line with the Department internal documentation management process, including the assignment of coherent metadata. Ensure assignment of coherent metadata to Department documentation already residing in Eclipse. Implement encryption and storage in Eclipse of security relevant documentation in line with the projects documentation management plan. Act as interface for exchange of documentation between the Head of Department Office and internalexternal stakeholder, provide and manage accesses to project Eclipse for industry and other external parties working with the Agency. In relation to project reviews, upload review data packages into Eclipse, set up the reviews in Eclipse, distribute review documentation to reviewers and submit RIDs to industry partners.
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DocumentalistCommunications Assistant Administrator
2019-01-15 10:30:16| Space-careers.com Jobs RSS
Position Reference 095 You will have the opportunity to support the Telecom Satellite Programmes Department at the European Space Agency. Tasks and Activities The scope of work will include Control, PR and Communication Support and follow up the Department programme 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 and SOW, Participation to TEBs and follow up of implementation Act as focal point of contact between the Project Teams, the Head of Management Office and the Head of Department for internal and external communication in the Department including drafting and editing web contents and circular letters Coordinate communications and events of interest for the Department including conferences and workshops Documentation Administer, in liaison with the Department Documentation and Configuration Office, the Departments documentation management system Eclipse Act as the owner of the Department internal documentation management process. Upload all Department documentation into Eclipse in line with the Department internal documentation management process, including the assignment of coherent metadata. Ensure assignment of coherent metadata to Department documentation already residing in Eclipse. Implement encryption and storage in Eclipse of security relevant documentation in line with the projects documentation management plan. Act as interface for exchange of documentation between the Head of Department Office and internalexternal stakeholder, provide and manage accesses to project Eclipse for industry and other external parties working with the Agency. In relation to project reviews, upload review data packages into Eclipse, set up the reviews in Eclipse, distribute review documentation to reviewers and submit RIDs to industry partners. Skills and Experience The following skills and experience are mandatory You have a University degree bachelors 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. Experience in the Documentalist domain is preferred. You have excellent interpersonal and communication skills. You are very good well organized, method, tact, initiative, attention to detail, and in particular discretion. You are reliable, rigorous and take initiatives in the execution of the assigned work. You have proven sense of confidentiality. You are fluent in English French is a plus other languages are appreciated. You are proficient in the use of standard office automation support software packages XML, Visual Basic, etc and of commercial database system and electronic mail. The following skills would be highly desirable You have knowledge of the use of the corporate software tools used in the Agency MS Office, Eclipse, SharePoint, Teamsite, Spyce. 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 06022019. 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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administrator assistant
Assistant Administrator Project Controller
2018-07-18 18:28:59| Space-careers.com Jobs RSS
Specific Tasks Under this work package the contractor shall support the Directorate of Telecommunications Integrated Applications, assigned to the Technologies and Products Division which is located at two ESA sites namely ESTEC and ECSAT. The incumbent will Control, PR Communication support and follow up the Divisions programme activities and milestones in liaison with the managers in the Division manage the procurement of promotional items for the Division including support to preparation of Requirements and SoW, participation in TEBs and follow up of implementation act as the focal point for internal and external communication in the Division including drafting and editing web content and circular letters, etc manage communications and events of interest for the Division, including conferences and workshops identify new topics for crosssite coordination and propose specific actions for harmonization and coordination interact with staff in the Division as well as with other teams in the Directorate in order to plan, facilitate and stimulate the exchange of information, ensuring a coherent implementation of procedures and processes, in particular since the Division is located in two different sites Missions as required Preparation of presentation material using various sw tools interface with other assistant administrators and project controllers as well as with managers of other Divisions and Departments as required support the preparation and participate to internal and external audits prepare minutes of internal management meetings, integrating various inputs, and maintain consolidated action item lists for the Division, tracking actions so that they are discharged in coherence with the established procedures support coordination and organisation of Divisionlevel internal and external meetings and reviews Documentation act as the backup Administrative support at JCB Programme Board with the capacity to provide training to colleagues contributing to JCB documents support the overall coordination, organisation and monitoring of a JCB and attend the actual meeting as required prepare and assist in producing programmatic status reporting as required. This include inter alia JCB status report, AC and IPC papers, ARTES CC Implementing Rules and various SoW templates used in the Division ensure timely approval of above listed documents as required support handling of documents as well as document structure of DMS systems, including their maintenance according to QMS procedures, from out of paper archives and other sources like ESA libraries, etc. act as a focal point of contact for all documentation administrative tools e.g. DMS such as Daptive, Eclipse and SharePoint used in the Division Provide training to colleagues as required support the configuration management and risk management processes within the Division in line with QMS procedures. Requirements You have a University degree Bachelor from a recognised Institution of secondary studies or equivalent qualification in Business Administration or Communications as relevant, with relevant experience. You are fluent in English, both written and spoken, knowledge of another official ESA language is an asset. You have experience in controlling andor management of activities and resources in aerospace industry. You are 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. You have experience as user of SAP and in particular ECC and SRM modules. You are able to rapidly understand and adapt to ESA specific context and environment including ESA corporate IT applications. The following skills would be highly desirable Familiarity with relevant ESA corporate applications e.g. ESAp
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Assistant Administrator to the Future Systems Department
2018-07-09 15:43:17| Space-careers.com Jobs RSS
Deadline for Applications 06082018 Client and Location For one of our main customers, ESAESTEC, we are currently looking for an Assistant Administrator giving support to the Future systems Department within the Earth Observation Directorate, 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. Tasks and Responsibilities 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 Experience and education 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. About ATG Europe Today, ATG is recognized as a leading provider of specialized engineering, scientific and technical services to the European Aerospace. Our headquarters is located in Noordwijk, The Netherlands and we have subsidiaries in Germany and the UK and Ireland. ATG People is the key player in delivering highly educated personnel for RD environments throughout Europe. We are continually recruiting experienced Engineers for exciting, fulltime positions based at our customers. As an ATG Engineer, you will be working on very diverse missions and assignments. This opens up unique opportunities to be engaged in innovative projects and challenging you to perform to high standards and utilizing the full extent of your professional knowledge. We need you to complement our super star team! Interested? Submit your CV and personal details through our website or send your application directly to recruitmentatgeurope.com
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