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Documentalist Assistant Administrator
2018-07-19 09:28:40| Space-careers.com Jobs RSS
Reporting directly to the Head of Business Planning, Management Support and Coordination and with a high degree of autonomy, the postholder responsibilities will include JCB Secreteriat supporting in the overall control, coordination, organisation and monitoring of JCB and other associated meetings and all related tasks ensure consistency and coherence of the layout as well as configuration control of the documents to be submitted to the JCB meetings, JCB workshops and JCBrelated advisory committees. Ensure documents are managed in compliance with relevant QMS procedures and processes. Raise non conformances as required provide internal training of DTIA colleagues contributing to JCB documents act as administrator and first line of support for Delegations and TIA workforce with respect to the JCB repository Sharepoint site. Support further digitisation of the JCB support a close cooperation with the Office managing ecpb and submit TIA documents to be issued on ecpb as required ensure all room documents are registered in the Eclipse tool as well as issued on the JCB repository for Member State access support the document visa process as required, also electronic liaise with initiators to ensure timely availability of JCB related documentation liaise with JCB delegates as required support the logistic preparation of all JCB meetings during the coming years whilst ESA HQ is being renovated. This includes budget followup and management of purchase orders for the Board itself attend official meetings liaise with Cabinet services and other committee secretariats on relevant matters travel as required, minimum 4 times per year 23 days to attend Programme Boards. TIAM General Responsible for the documentation in the relevant Management Information Systems such as Eclipse, JCB repository, shared drives and other Sharepoint sites. Supporting TIAM office in retrieving documents from various DMS systems such as Eclipse, JCB repository, Teamsite, ecpb etc. Management of original files. Administrative focal point during further digitisation and IT evolution in the Directorate. Provide documentation support to meetings, reviews and audit compliant as far as possible with the applicable QMS management system and processes. Support the preparation of all TIAM documents and action items. Requirements University degree Bachelor from a recognised Institution of secondary studies or equivalent qualification in Business Administration or Communications as relevant, with at least 2 years of relevant experience. Appropriate skills and specific experience in the following fields are required Proficiency in the English language, both written and spoken, knowledge of another official ESA language is an asset. 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 in relevant activities is an asset Proven experience in documentation management Good knowledge of the specific activities andor organisation, of the applicable configuration management working procedures and support tools are an asset.
Tags: administrator
assistant
documentalist
Category:Transportation and Logistics
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