Key Tasks and Responsibilities              

You will have the following responsibilities:

• 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;
• 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   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;
• Support to the Project Review Process.

Skills & Experience

You will have the following qualifications and relevant experience:

• Highly proficient   with   modern   electronics   office   automation   tools   in   particular Microsoft Office suite and electronic mailing (preferably Lotus Notes);
• Familiar with SharePoint and Eclipse systems;
• Familiarity with ESA working environment in a similar position is a distinct advantage;
• Experience working in a dynamic and demanding work environment;
• Capacity to identify priority actions and handle high workload;
• Easy contact with personnel and well-balanced autonomy in the execution of the requested tasks;
• Fluency in English is mandatory; knowledge of another European language is an 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) to Mr. Tobias Bruns, by clicking on the button “Apply for this job” quoting job NL-HP-4666 before 28-Dec-21.

An exciting and dynamic international working environment awaits you!