Secretary / Administrative Assistant

Application deadline
Monday, December 9, 2019
Reference number
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You will have the opportunity to provide secretarial and administrative support to ESA organisational entities (Divisions, Services, Offices) and Projects.

Please notice that this is a contract for a TEMPORARY period.

Tasks and Activities
  • Day-to-day 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 and/or events falling under the responsibility of the Unit.
  • Administration and handling of shipment of goods and express mail.
  • Tasks related to documentation management, distribution/registration 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.
  • 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.
Skills and Experience
  • You are fluent in English (level C1), both written and spoken.
  • You have at least 2 years of relevant work experience.
  • You have a good general education at least to higher secondary level or to secondary level complemented by professional training in administrative and/or clerical support.
  • You have specific functions fluent knowledge of the local national language.
  • You have highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing (preferably Lotus Notes).

The following skills would be highly desirable:

  • You have knowledge of another official ESA language.
  • You have familiar with ESA working environment in a similar position.

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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