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Programme Administrator
2021-05-20 12:13:55| Space-careers.com Jobs RSS
Position Reference 904 On behalf of ESA, we are currently looking for a Programme Administrator to work in its Site ESTEC in the city of Noordwijk, The Netherlands. The key person will provide general administrative support to the MetOp Programmes area in the Earth Observation Projects Department, responsible for the MetOpSG Second Generation MetOpSG, Arctic Weather Satellite AWS and Aeolus2 programmes. Tasks and Activities The scope of work will include Support the MetOp Programmes Manager in managing the aforementioned programmes. Prepare and assist in producing programmatic status reporting, as required. Support the development and maintenance of integrated planning of the programmes 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 programmes, tracking actions so that they are discharged in coherence with the established procedures. Proactively manage the internal and external information tools e.g. SharePoint, web pages, etc. for the programmes internal and external communications, including writing and editing of web pages, letters, etc. Process all incoming and outgoing documentation and correspondence, including use of Documentation Management Systems DMS, e.g. Eclipse, for registration and distribution. Support the team for retrieval of documents from local DMS, DMSs from external partners andor industry, out of paper archives, other sources like ESTEC library, scanned documents on CDROM or via internet, etc. Support the MetOp Programmes Manager and project controllers, as needed, in the preparation and administration of procurement actions. Support the configuration management processes within the programmes. Act as the focal point for all documentation administrative tools e.g. DMS, RID system, action item database, etc. used in the Programme. Coordinate closely with the EUMETSAT administration teams to ensure efficient and timely exchange of information. Organise the calendars for the MetOp Programmes Manager and the programmes teams. Coordinate and organise internal and external meetings and reviews, including room and resource booking. Prepare documentation and briefings for meetings, as appropriate. Manage the procurement of promotional items for the programmes. Manage incoming telephone calls and information requests. Prepare, coordinate and organise the travel requirements and mission claims of the programmes teams. Manage the timely ordering of office supplies. Skills and Experience The following skills and experience are mandatory A university degree Bachelor or equivalent qualification with a minimum of 5 7 years of experience in administrative support, or other relevant experience. 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. Excellent planning and organisational skills, as well as initiative and motivation to perform to high standards in a demanding environment. The ability to work both autonomously and as part of a team within the boundaries of assigned tasks and a stringent schedule. An open multicultural attitude, while caring for accuracy on the job and trustworthiness. Proficiency in Microsoft Office packages Word, Excel, Powerpoint, etc. and videoconferencing teleworking tools is also required, with the ability and interest to learn other applications and tools. Fluency in the English language, both written and spoken. The following skills would be highly desirable Experience in an international organisation or multicultural working environment. Knowledge of ESA administrative and financial processes and experience with SAP and with ISO9001 certification projects. Knowledge of another European 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 15062021. 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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