Key Tasks and Responsibilities              

As part of the ESA Climate Office, you will have the following responsibilities:

• Day-to-day support to Unit personnel regarding making extensive and varied business travel arrangements, both overseas and in the UK, including gaining approvals to travel through the various ESA systems and liaison with the various ESA sites relating to travel arrangements;
• Leave management, notification of absences and coordination of training according to ESA procedures;
• Dealing with incoming telephone calls and information requests either via telephone or via the Unit E-mail Account;
• 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 taking 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;
• 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 & Experience

You will have the following qualifications and relevant experience:

• High level of flexibility as well as initiative and team spirit. Easy contact with personnel and well-balanced 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;
• 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;
• Fluency in English is mandatory; knowledge of another European language is an advantage.

*The duration of the contract is until the end 2022 with possible prolongation. 

This job is located in Harwell. 

If you think you have what it takes for this job, please send your CV together with a letter of motivation (both in English and in Word) to Mr. Leandros Foteinias by clicking on the button “Apply for this job” quoting job UK-HP-4694 as soon as possible.

An exciting and dynamic international working environment awaits you!