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Administrative Assistant in the Coordination Office
2016-03-11 17:06:53| Space-careers.com Jobs RSS
Serco is a FTSE 250 international service company that improves the quality and efficiency of essential services that matter to millions of people around the world. The work we do for national and local governments involves us in the most important areas of public services, including science and defence. Sercos space heritage over the last 40 years has placed us in the Space News Top 50 Space Industry Manufacturing and Services Companies. With over 1500 staff in the space business covering a wide spectrum of experience and skills, we convey best practice, expertise and innovation in our business. For our activities in ESOC, we are currently looking for an Administrative Assistant in the Coordination Office. Tasks and Responsibilities Reporting to the Head of the Coordination Office, and in close cooperation with the Directors secretariat, you will support the Directorates formal reports to the ESA Council, to the Space Situational Awareness Programme Board PBSSA and other Delegate bodies, as well as the internal information flow for the Directorate. In addition, you will function as the backup to the secretariat of the Director of Operations. Your specific duties include Collecting, drafting, revising, integrating and following the approval process of the Directorates Oral Report to PBSSA, the Quarterly Reports to Council, the Programme Board and the input to the Director Generals Oral Report to Council Supporting the preparation of the Directorates inputs to ESA publications, such as the quarterly ESA Bulletin and the ESA Annual Report Establishing and maintaining an archive of the above mentioned documentation Coordinating the timely delivery of Monthly Reports of the Operation Departments and Support Offices to DOPS Organising events, such as workshops and official meetings with SSA industry and delegations Supporting the Secretary of the PBSSA in the coordination and publication of documents prepared by the ESA Executive, as well as the preparation of the meetings Supporting the PBSSA Secretary, the Chair and the delegations at the PB as required Maintaining the list of PBSSA delegate contact information. In your function as backup of the secretary to the Director, specific duties include Filtering of emails as well as tracking of information and documents necessary for the Director to take action on given issues Planning and coordinating the Directors commitments and meetings Organising the missions of the director Preparing the files for all meetings that require the participation of the Director Taking minutes of meetings. You will also work as backup to secretary of the Business Control Unit OPSB and provide administrative support to the OPS Quality Office OPSQ as required. Requirements You should bring a good general education to at least secondary level. Knowledge of ESA board procedures and admin processes is an asset. Solid experience in the secretarial domain is mandatory. With the ability to handle highly confidential matters and assure a high level of discretion at all times, you should have excellent planning and organizational skills. You are furthermore expected to possess very good communication and relationship management skills. You should be able to work under pressure and be willing to meet demanding deadlines. A proven ability to work in close collaboration with others is essential. Strong attention to detail and an excellent command of the English language is mandatory. It is furthermore expected that you possess the ability to generate highquality reports using Microsoft Office products. A general interest in and understanding of programmatic and policy issues is expected. The working languages of the Agency are English and French. A good knowledge of one of these two languages is required together with a working knowledge of the other language. Knowledge of another member state language is an asset. Application procedure Important All applicants must hold a current valid work permit for Germany or be EU nationals. Important Due to the high interest these roles generate, Serco reserves the right to commence, alter or conclude the recruitment process prior to the closing date. If shortlisted, a recruiter will contact you directly. You can also login at any time to apply to additional positions. Data Protection By submitting a job application you agree to the storage of any personal data provided by you directly or collected from generally accessible sources in particular professional and other social media throughout the entire application process CV, references, letter of application, interviews as applicable. To facilitate subsequent contact for professional purposes only, you agree to your data being saved after the application process has ended. You may revoke your consent to this agreement at any time. The same shall also apply if you are contacted by SERCO GROUP regarding vacancies that match your existing profile. If you are interested in this vacancy, and think you have the skills and experience required, please apply via the relevant link available in Serco Europes Careers Hub httpscareershub.serco.eu If you have any question regarding this position please email space.careersserco.com Position Administrative Assistant in the Coordination Office Reference G016ESOCAdmin212 Application closing date 28032016 Start date May 2016 For additional information about Serco Group please consult our website www.serco.com For additional information about Serco Europe please consult our website httpswww.serco.eu For additional information about ESOC, please consult httpwww.esa.intAboutUsESOC
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assistant
administrative
coordination
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