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Support to the Future Missions Preparation Office
2013-08-19 14:36:33| Space-careers.com Jobs RSS
A Spanish leader company in Aerospace Engineering and Scientific services with more than 45 years of experience working for NASA and 35 years working for ESA seeks a candidate for a postion of SecretaryAdministrative Assistant located at ESTEC Netherlands. Work Package Overview The work covers a broad range of secretarial and administrative services and support to all organisational aspects to be provided to the secretariat of the Future Missions Preparation Office SREF. Standard tasks like meeting and travel organisation are complemented by specific tasks to cope with the peculiarities of the Future Missions Preparation Office. The scope of work and tasks to be performed are Daytoday support to Unit personnel regarding business travel arrangements, leave management, coordination of training. Dealing with incoming telephone calls and information requests. Analysing 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 organisation of events e.g. workshops, conferences as required. In addition to the above that correspond to standard activities in support to an organisational 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. Data collection, extraction from various Corporate applications e.g. SAP, PRISMA and from various internal sources and data consistency checking and coherence analysis. Maintaining close liaison with other Departments in the Directorate to ensure smooth running of daytoday business, HR matters provide administrative assistance to newly recruited staff or contractor personnel in projects supported by the Assistant, Specific tasks Specific knowledge is required in the following areas Familiarity with modern electronics office automation tools e.g. Microsoft Office suite and techniques, electronic mailing, customised database and Internet software applications. Capacity to identify priority actions and to handle high workload. Wellbalanced autonomy in executing the required tasks. Documentation Management and use of related tools and techniques in relation to the concerned activities. Specific Qualification Requirements For the execution of the above tasks the contractor will be required to use ESA Corporate and DSRE specific systems, and databases. Other Information Good interpersonal and communication skills are indispensable. A good team spirit is also essential. The incumbent should be comfortable in an international working environment and be fluent in English, one of the official languages of ESA. Applications Interested candidates should send cv and cover letter to rocio.infiestagmail.com by 11th September 2013.
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