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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
Assistant Administrator Project Controller
2018-07-18 18:28:59| Space-careers.com Jobs RSS
Specific Tasks Under this work package the contractor shall support the Directorate of Telecommunications Integrated Applications, assigned to the Technologies and Products Division which is located at two ESA sites namely ESTEC and ECSAT. The incumbent will Control, PR Communication support and follow up the Divisions programme activities and milestones in liaison with the managers in the Division manage the procurement of promotional items for the Division including support to preparation of Requirements and SoW, participation in TEBs and follow up of implementation act as the focal point for internal and external communication in the Division including drafting and editing web content and circular letters, etc manage communications and events of interest for the Division, including conferences and workshops identify new topics for crosssite coordination and propose specific actions for harmonization and coordination interact with staff in the Division as well as with other teams in the Directorate in order to plan, facilitate and stimulate the exchange of information, ensuring a coherent implementation of procedures and processes, in particular since the Division is located in two different sites Missions as required Preparation of presentation material using various sw tools interface with other assistant administrators and project controllers as well as with managers of other Divisions and Departments as required support the preparation and participate to internal and external audits prepare minutes of internal management meetings, integrating various inputs, and maintain consolidated action item lists for the Division, tracking actions so that they are discharged in coherence with the established procedures support coordination and organisation of Divisionlevel internal and external meetings and reviews Documentation act as the backup Administrative support at JCB Programme Board with the capacity to provide training to colleagues contributing to JCB documents support the overall coordination, organisation and monitoring of a JCB and attend the actual meeting as required prepare and assist in producing programmatic status reporting as required. This include inter alia JCB status report, AC and IPC papers, ARTES CC Implementing Rules and various SoW templates used in the Division ensure timely approval of above listed documents as required support handling of documents as well as document structure of DMS systems, including their maintenance according to QMS procedures, from out of paper archives and other sources like ESA libraries, etc. act as a focal point of contact for all documentation administrative tools e.g. DMS such as Daptive, Eclipse and SharePoint used in the Division Provide training to colleagues as required support the configuration management and risk management processes within the Division in line with QMS procedures. Requirements You have a University degree Bachelor from a recognised Institution of secondary studies or equivalent qualification in Business Administration or Communications as relevant, with relevant experience. You are fluent in English, both written and spoken, knowledge of another official ESA language is an asset. You have experience in controlling andor management of activities and resources in aerospace industry. You are 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. You have experience as user of SAP and in particular ECC and SRM modules. You are able to rapidly understand and adapt to ESA specific context and environment including ESA corporate IT applications. The following skills would be highly desirable Familiarity with relevant ESA corporate applications e.g. ESAp
Tags: project
administrator
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controller
SIRIUS researchers, Schlumberger and Statoil are developing a digital geological assistant for prospect evaluation.
2018-07-18 10:29:18| Oil IT Journal - www.oilit.com
Exploration geologists are, apparently, 'limited by their reasoning capacities!'
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digital
evaluation
developing
Administrative Assistant
2018-07-16 12:28:28| Space-careers.com Jobs RSS
Specific Tasks Coordinating actions with other assistants of the department. Planningcoordinating the commitments and meetings, organizing calendar and keeping the Division Head informed on all issues of concern supervising the preparation of files for such meetings and any special subjects. On personal initiative or on instructions, collecting information and documents necessary for the Division Staff to take actions on given issues. Analysing incoming mail paper and email and presenting these data in an organized and prioritized manner. Ensuring that important and urgent mail reaches staff to insure timely responses. Coordinating actions with the Head of Department TIAT organizing and coordinating highlevel meetings e.g. Steering Boards with Industry. Ensuring the diffusion of information between the Division Head and Teams. Answering incoming calls and performing a prescreening of these calls for direct connection with the Division Head or for reply at a later time. Keeping organized records of these calls and checking closure and follow up. Preparation of staff missions and travel arrangements Supporting the Division Head and TIAT staff in the preparation and follow up of administrative, organisational and contractual matters. Composing routine correspondence and keeping a filing system for incomingoutgoing mail. Generating documents and textual and graphics presentations Check for correct authorization, substantiating documentation and adherence to Agency rules and practice ref. leave, mission, conference, authorization with regards to Staff Rules and Regulations, as well as financial procedures. Provide Support to ensure ensuring the implementation and operations of the Department Documentation Management System in accordance with the ISO requirements and TIA processes. Establishing and maintaining the structure and records and files on the Management Information Systems such as Eclipse and Daptiv. Interfacing and providing support to department staff on administrative matters related to use of the relevant systems. Support to reviews and audits, and preparation of files as background for meetings and special studies. Administering and maintaining the office documentation systems. Setting up the folder structure, registration, filing and distribution of correspondence and other documentation. Follow up of departmental actions using the Eclipse Documentation Management System. Requirements 5 years administrative assistant experience at the executive level Secondary education and professional training in administrative techniques or in secretarial related activities Strong knowledge of MS Office, including Word, Excel, Power Point, Project, Visio and Outlook, Sharepoint
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administrative
administrative assistant
assistant administrative
Secretary Administrative Assistant
2018-07-12 16:29:24| Space-careers.com Jobs RSS
Specific Tasks Reporting directly to the Executive Secretary of the Director of Telecommunications and Integrated Applications, and with a high degree of autonomy, the postholder will provide administrative support in the Directors office. This will include preparing the missions of the Director and keeping the Director informed on all logistics related to the travel arrangements, information recorded accurately and updated as needed in the diary analysis, registration, distribution and filing of correspondence preparing related dossiers and background documents for the Director followingup of actions, drafting of replies to correspondence and enquiries as appropriate on personal initiative or on instructions, collecting information and documents necessary for the Director to take action on given issues organising high level meetings and participation of the Director to any other events as required by the position Requirements Applicants should have a completed secondary education level and a training in a secretarial college, leading to a high proficiency certificate or equivalent as executive secretary. Excellent interpersonal and communication skills as well as very good qualities of order, method, tact, initiative, and in particular discretion are required. Proficiency in the use of the Agencys information systems and tools is an asset. Microsoft Office, SAP, Eclipse, Sharepoint Languages The working languages of the Agency are English and French. A good knowledge of one of these two languages is required together with a working knowledge of the other language. Knowledge of another member state language is an asset.
Tags: assistant
administrative
secretary
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