Key Tasks and Responsibilities

As part of the Business Management Controlling & Administration, you will have the following responsibilities:

• Day-to-day support to Unit personnel regarding business travel arrangements, leave management, remote working management, co-ordination 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, participation in management meetings and taking minutes of meetings as required;
• 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, working groups, 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.

Skills & Experience

You will have the following qualifications and relevant experience:

• 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;
• Highly proficient with modern electronics office automation tools in particular Microsoft;
• Office suite and electronic mailing;
• Familiarity with ESA working environment in a similar position is a distinct advantage.

This job is located in Noordwijk. We welcome applicants who are available as soon as possible. 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 or PDF) to Kalina Traykova, by clicking on the button “Apply for this job” quoting job NL-HP-4855 before 09-Aug-22.

An exciting and dynamic international working environment awaits you!