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Secretary Administrative Support
2014-08-19 11:38:19| Space-careers.com Jobs RSS
Ajilon Technology Aerospace is looking for a Secretary Administrative SupportM1 for an opportunity at the European Space Agency in the Netherlands The position is to support the TECQ Department, in particular deputizing for and supporting the Departmental SecretaryAssistanton tasks described in the vacancy plus supporting the TECQI division. Parttime Working on Wednesday afternoon and Friday afternoon is a must. Other days to be agreed on Specific tasks to be performed Daytoday support to Unit personnel regarding business travel arrangements, leave management, coordination of training. Dealing with incoming telephone calls and information requests. Analyzing incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation. Provision of various logistic support to the Unit. Arrivals office, phone, computer, security, access to databases, information systems and departures deregistration, etc. of Unit personnel. Ordering of office supplies and maintenance of stationary. Room and resources bookings for meetings andor events falling under the responsibility of the Unit. Administration and handling of shipment of goods and express mail. Tasks related to documentation management, distributionregistration of mail and documents. Organization of agenda and of meetings. Maintaining documents libraries for the Unit, including maintenance of change log, distribution lists, issue information notes to concerned users. Maintaining and following up actions lists for the Unit and taken minutes of coordination meetings for the Unit. Participation to organization of events e.g. workshops, conferences as required. In addition to the above that correspond to standard activities in support to an organizational unit, the work package may also cover the following tasks Support to the Project Review Process Support to visitor service including access control, preparing visa applications, distribution of information material. ESA site administration including periodical update e.g. daily of site schedule, updating and distribution of the site telephone list. Participation to the preparation and the publication of internal and external documents, including editing and proofreading. Data collection, extraction from various Corporate applications e.g. SAP, PRISMA and from various internal sources and data consistency checking and coherence analysis. To successfully perform the above mentioned tasks, the following background experience is required Appropriate skills and specific experience in the following fields Proficient in the English language, both written and spoken knowledge of another official ESA language is and asset. For site specific functions fluent knowledge of the local national language is also required. High level of flexibility as well as initiative and team spirit. Easy contact with personnel and wellbalanced autonomy in the execution of the requested tasks. Rigor, commitment and reliability in the execution of the assigned tasks. Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing preferably Lotus Notes. Ability to communicate with industry counterparts in the execution of the project specific tasks. Capacity to identify priority actions and handle high workload. Familiarity with ESA working environment in a similar position is a distinct advantage. Parttime Working on Wednesday afternoon and Friday afternoon is a must. Other days to be agreed on Please send your CV to ajilon.esaajilon.nlbefore 15092014For more information contact andrew.buskensajilon.nlor call 0620740824
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