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Assistant Administrator
2015-02-20 18:06:54| 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 6315 by EMAIL to Mr. Massimiliano Mazza, Head of Engineering Services and Satellite Operations M.Mazzavitrocisetbelgium.com cc to jobsvitrocisetbelgium.com Specifics tasks Support to the TIA Director Reporting directly to the Executive Secretary of the Director of Telecommunications and Integrated Applications, and with a high degree of autonomy, the postholder responsibilities will include Organising document registration, distribution and archiving within the office. Process configuration controlled document changes and of official papers relevant to the DTIA. Supporting DTIA office in retrieving documents from Eclipse, Daptive, ecpb etc. Management of original files Management of the directors contacts database In relation to the programme Boards ensure all documents provided to JCB are of high quality and under configuration control. Ensure the proper approval cycle of the documents up to DTIA level and obtained and registered. Ensure a close cooperation with the Office managing ecpb and submit all TIA documents to be issued on ecpb. Ensure all room documents are issued and distributed. Ensure all room documents are registered in the Eclipse tool. Ensure all DTIA documents are managed in compliance with relevant IMS procedures and processes. Raise non conformances as required. Provide documentation support to reviews and audits. Support to the Director and the TIA Executive during TIA Programme Boards and other relevant meetings. Ensure all documents are managed and available including room documents. These meetings takes place in Paris, ESA HQ and the expected frequency, maximum once per month, duration 23 days where the incumbent will be on mission. Specifically in preparation and during the TIA Programme Boards JCB Provide documentation, administrative and logistic support to ensure an efficient running of the Programme Board. This in close cooperation with DTIA and the JCB Secretary. provide general support to the Executive Secretary of the Director and the DTIA Director. Support to the Integrated and Telecommunicationsrelated Applications Department TIAA The Post holder shall provide Documentalist assistance to the team and report directly to the Head of Department. The post holders responsibilities will include Ensuring the continued operations of the Office Documentation Management Systems DMS in accordance with the ISO requirements and TIA processes. These are currently Eclipse, Daptive and Sharepoint . Registration, filing and distribution of correspondence and other documentation within these three systems. Maintaining the structure and records and files on the Management Information Systems such as Eclipse and Daptive. Management of original files Supporting the ISO management system and processes. Support to reviews and audits, and preparation of files as background for meetings and special studies Provide general support to the Integrated and Telecommunicationsrelated Applications Department Specific Competence Requirements University degree 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. Solid experience in the assistant domain is mandatory. Excellent interpersonal and communication skills as well as very good qualities of order, method, tact, initiative, and in particular discretion are required. Ability to interface at appropriate level with relevant actors within and outside the Directorate Office. 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. Languages skills English, French other languages such as Dutch appreciated. Excellence in the use of standard office automation support software packages and of commercial database system and electronic mail. Sound knowledge of the use of the corporate software tools used in the Agency.
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assistant administrator
administrator assistant
Assistant Controller Administrator
2014-10-20 16:08:10| Space-careers.com Jobs RSS
For one of our main customers ESAECSAT located in Harwell, Oxfordshire, we are currently looking for an Assistant Controller Administrator, who will give support within the Harwell Centre Facility Management Services. Tasks and Responsibilities Secretarial Support Efficiently and proactively deal with all communications phone, email, post. Use the ESAs Mission Approval System to manage business travel for the ECSAT FM team. Partially cover for other ECSAT Administrative Assistants in case of their absence on a mutual support schema. Finance Prepare in ESAP Shopping Carts, Purchase Orders and Financial Reports relevant to the Site operation functions. Liaise directly and independently with the Procurement Office and follow up all relevant activities. Maintain a local file of all financial documents invoices etc.. Facility Management Act as interface to the Harwell Campus FM team for what concerns office maintenance. Manage registration on arrival and departure of ECSAT employees. Manage outgoing and incoming post and courier. Build and maintain positive relationships with local business contacts. Human Resources Maintain information files for the ECSAT Staff ESA and Contractors. Use the ESA HRMS system for recording leaves for the ECSAT FM team. Liaise with the HR office at ESTEC. Coordinate support for staff relocating from other ESA establishments. Health, Safety and Security Act as main interface with STFC Health Safety and Occupational Health teams. Be one of the First Aider and Building Warden for ECSAT. The work conditions include the following Working hours are MonFri 08301700, with a pause of 30 minutes for lunch. Working days are the ECSAT working days not necessarily coinciding with UK working days the list of ECSAT official holidays are provided at the end of each year for the following year. The Contractor could be requested to work outside working hours from time to time at the request of ESA, occasionally at short less than two days notice or exceptionally two or three times per year without prior notification. Experience and education University degree Bachelor from a recognised Institution of secondary studies or equivalent qualification in Business Administration or Communications as relevant, with typically 4 years experience. The ideal candidate will be confident and professional in all dealings with ECSAT staff and visitors, be proactive, highly flexible, customer focussed with a personable nature and an eye for detail. The candidate will also consider all information acquired during the execution of the job as confidential, and will not disclose it to third parties without the prior written authorisation of ESA. The working language is English. Knowledge of other ESA languages, especially French, is desirable. Proficiency in the use of Windowsbased personal computers and of the MSOffice software package is required. Experience as user of SAP and in particular ECC and SRM modules and familiarity with relevant ESA corporate applications e.g. ESAp is an asset. Ability to rapidly understand and adapt to ESA specific context and environment including ESA corporate IT applications. Past experience with ESA in relevant activities is an asset. About ATG Europe Today, ATG is recognized as a leading provider of specialized engineering, scientific and technical services to the European Aerospace, High Tech and Offshore industry. Our headquarters is located in Noordwijk, The Netherlands and we have subsidiaries in Germany and the UK. ATG People is the key player in delivering highly educated personnel for RD environments throughout Europe. We are continually recruiting experienced Engineers for exciting, full time positions based at our customers. As an AOES 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. We encourage you to submit your CV in the Europass format. Click here to create a Europass CV. Security Check The selected candidate shall be subject to a general security screening within the boundary of the legal constraints in force. The security screening applies to the following actions The candidates degrees and certificates shall be verified for authenticity with the issuing school, college or university The candidate will be requested to sign a statement of good conduct declaring that heshe has no criminal record.
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assistant controller
Project Control Assistant Administrator
2014-06-17 12:41:15| Space-careers.com Jobs RSS
RHEA is currently recruiting a Project Control Assistant Administrator to support Business Management Administration Functions at our clients premises in Noordwijk, The Netherlands. Tasks and Activities Your primary tasks and activities may include Supporting 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 Supporting planning, preparation, execution and followup of activities and related procurement actions as relevant managed by the Business Unit and of associated progress in terms of output schedule resources. Assessing and monitoring of the status of the procurement actions using ESA Corporate and local IT Tools including activity progress, maintenance of payment plans, correctness of financial charging, invoicing and payment. 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. 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. Assisting in the definition, preparation, implementation and maintenance of management support tools to ensure efficient execution of the related tasks. Liaising with Contract, Budget and Payment Officers to ensure the coherence of the internal and external administrative data. Contributing to the definition of new and improvement of existing related processes and tools and production of related documents. Supporting risk management processes e.g. maintenance of risk register, monitoring of status of risk mitigationreduction actions for the Business Unit. Supporting inventory and asset management processes for the Business Unit, including coordination of the proper registration of inventory items and assets, valuation of assets, in accordance with applicable procedures and instructions and the use of required tools. Supporting maintenance of industrial return databases for the BU, periodic verification of the BU data against ESA system for consistency, monitoring and forecasting of industrial return values for the procurements of the BU with respect to agreed targets, etc. Skills and Experience You must possess the following skills and experience University degree Bachelor from a recognised Institution of secondary studies or equivalent qualification in Business Administration or Communications as relevant, with typically 2 years of relevant experience Experience in the field of controlling of resources and activities andor financeaccounting, at administrator level andor assistant level. Familiarity with budgeting, accounting, procurements at ESA is an asset. Adequate level of experience in the field of business administration, controlling of resources and activities, andor accounting at administrator level andor assistant level. Ability to work both autonomously and as part of a team within the boundaries of assigned tasks and stringent schedule 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. Experience as user of SAP and in particular ECC and SRM modules and familiarity with relevant ESA corporate applications e.g. esap is an asset. Past experience with ESA and good understanding of relevant processes, activities and ESA organizational context is an asset. 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 sense of organisation of work, rigor, accuracy and reliability in the execution of the assigned tasks. Ability to handle high volume of numerical data in an accurate manner, analyse them, and produce synthetic reports. Proactive attitude to solving problems, result orientation, initiative and autonomy in the execution of the assigned tasks, ability to identify priority actions and to handle high workload. Good written and verbal communication. Proficient in the English language, both written and spoken. 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 270614. We look forward to hearing from you!
Tags: control
project
administrator
assistant
Project Control Assistant Administrator in the Galileo Programme
2014-06-16 14:41:25| Space-careers.com Jobs RSS
For one of our main customers ESAESTEC, located in Noordwijk, the Netherlands, we are currently looking for an Assistant Controller Administrator, who will give support in the Project Administration Unit in the Galileo Programme. Tasks and Responsibilities General Management Support and Controlling Support to the planning, preparation, execution and followup of activities and related procurement actions as relevant managed by the Business Unit and of associated progress in terms of output schedule resources Assessment and monitoring of the status of the procurement actions using ESA Corporate and local IT Tools including activity progress, maintenance of payment plans, correctness of financial charging, invoicing and payment 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. 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 Liaison with Contract, Budget and Payment Officers to ensure the coherence of the internal and external administrative data Contribution to the definition of new and improvement of existing related processes and tools and production of related documents Support to the risk management processes e.g. maintenance of risk register, monitoring of status of risk mitigationreduction actions for the Business Unit Support to the inventory and asset management processes for the Business Unit, including coordination of the proper registration of inventory items and assets, valuation of assets, in accordance with applicable procedures and instructions and the use of required tools Support to the maintenance of industrial return databases for the BU, periodic verification of the BU data against ESA system for consistency, monitoring and forecasting of industrial return values for the procurements of the BU with respect to agreed targets, etc. Experience and education University Degree in Business Administration and at least 4 years of working experience in the field Proficient in the English language, both written and spoken Experience in the field of controlling of resources and activities andor financeaccounting, at administrator level andor assistant level. Familiarity with budgeting, accounting, procurements at ESA is an asset Adequate level of experience in the field of business administration, controlling of resources and activities, andor accounting at administrator level andor assistant level 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 Ability to handle high volume of numerical data in an accurate manner, analyse them, and produce synthetic reports Proactive attitude to solving problems, result orientation, initiative and autonomy in the execution of the assigned tasks, ability to identify priority actions and to handle high workload Ability to work both autonomously and as part of a team within the boundaries of assigned tasks and stringent schedule 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 Experience as user of SAP and in particular ECC and SRM modules and familiarity with relevant ESA corporate applications e.g. esap is an asset Ability to rapidly understand and adapt to ESA specific context and environment including ESA corporate IT applications Past experience with ESA and good understanding of relevant processes, activities and ESA organizational context is an asset. About ATG Europe Today, ATG is recognized as a leading provider of specialized engineering, scientific and technical services to the European Aerospace, High Tech and Offshore industry. Our headquarters is located in Noordwijk, The Netherlands and we have subsidiaries in Germany and the UK. ATG People is the key player in delivering highly educated personnel for RD environments throughout Europe. We are continually recruiting experienced Engineers for exciting, full time positions based at our customers. As an AOES 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. We encourage you to submit your CV in the Europass format. Click here to create a Europass CV. Security Check The selected candidate shall be subject to a general security screening within the boundary of the legal constraints in force. The security screening applies to the following actions The candidates degrees and certificates shall be verified for authenticity with the issuing school, college or university The candidate will be requested to sign a statement of good conduct declaring that heshe has no criminal record.
Tags: control
project
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assistant
Assistant Administrator
2014-06-02 12:38:58| Space-careers.com Jobs RSS
For our activities in ESTEC, we are currently seeking an Assistant Administrator. Tasks The Post holder shall provide Documentalist and Administrative support for the Department Head as well as the Management and Project Control Office of the Telecom Technologies, Products and Systems Department. The post holder responsibilities include the following The post holder responsibilities will include Ensuring the implementation and operations of the Department Documentation Management System in accordance with the ISO requirements and TIA processes. Coordinating and ensuring the timely preparation, approvals, completion and issue of all the Departments official documents prepared for ESA Delegate body meetings essentially JCB, IPC and Council, IPC and AC and for Directors management meetings. 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 matters 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. Supporting the Department Head and Management and Project Support Office and Project Controllers in the preparation and follow up of administrative, organisational as well as contractual matters. In addition, the post holder shall also provide secretarial and administrative support to the Head of the Telecom Technologies, Products and Systems Department TIAT. The post holder responsibilities also include the following Planningcoordinating the Department Heads commitments and meetings, organizing calendar and keeping the Department Head 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 Head to take actions on given issues. Analysing incoming mail for the Department Head paper and email and presenting these data in an organized and prioritized manner to the Department Head. Ensuring that important and urgent mail reaches the Department Head if on mission, or his authorized deputy to insure timely responses. Coordinating actions with the DTIA office and other Directors offices organizing and coordinating highlevel meetings e.g. Steering Boards with Industry. Coordinating and supervising the pool of TIAT Secretaries and follow up of actions with DTIA and DG. Registration and training of the newcomers Cursa Customer Representative Rights. Ensuring the diffusion of information between the Department Head and the Programmes Teams. 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. 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 above tasks the contractor will be expected to use related ESA Corporate specific software tools, documentations systems, and databases and interface with the relevant actors across the Agency. Qualifications and Requirements University degree 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 and documentalist at Assistant Controller level. 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. Languages skills English, French, Dutch other languages such as Italian, German, Spanish appreciated. Excellence in the use of standard office automation support software packages and of commercial database system and electronic mail. Sound knowledge of the use of the corporate software tools used in the Agency. Important All applicants must hold a current valid work permit for the Netherlands or be EU nationals.
Tags: administrator
assistant
assistant administrator
administrator assistant