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Controller Assistant
2018-07-05 10:27:45| Space-careers.com Jobs RSS
Position Reference 101 You will have the opportunity to support the Earth Observation EO Programmes Directorate, assigned to the Future Systems Department, which is located at two ESA sites ESTEC and ESRIN. Tasks and Activities The scope of work will include 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 Integrate 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. Skills and Experience The following skills and experience are mandatory You have a university degree Bachelor or equivalent qualification with a minimum of 5 7 years of experience in administrative support, writingediting or other relevant experience. You have some background in elements of information science and technology, preferably achieved in a computer engineering environment and including some programming knowledge. You have 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. You have excellent planning and organisational skills, as well as initiative and motivation to perform to high standards in a demanding environment. You have the ability to travel frequently between sites, namely ESTEC and ESRIN, and flexibility with the working schedule. You are proficient in office automation and database software packages and in planning control tools, with ability and interest to learn other applications and tools within an infrastructure based on innovative solutions. Interest in technical, programmatic and policy issues of ESA EO programmes, with a desire to learn and ability to think outside the box. An open multicultural attitude, while caring for accuracy on the job and trustworthiness. The following skills would be highly desirable You have experience in an international organization or multicultural working environment. Knowledge of ESA administrative and financial processes and experience with SAP and with ISO9001 certification projects. 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 27072018. 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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