Key Tasks and Responsibilities

• Day-to-day support to Unit personnel regarding business travel arrangements, leave management and coordination of training;
• Analyzing 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;
• Tasks related to documentation management, distribution/registration of mail and documents;
• Organization of agenda and meetings;
• Maintaining document libraries for the Unit, including maintenance of change log, distribution lists, and 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 in the organization of events (e.g. workshops, conferences) as required;
• Participation in the preparation and publication of internal and external documents, including editing and proofreading;
• Data collection, extraction from various corporate applications (e.g. SAP, PRISMA) and various internal sources, and data consistency checking and coherence analysis.
• Maintaining the risk register
• Administering the Share Point site
• Setting up a configuration management for the Documents produced by the Division
• Preparing presentations in Power Point based on inputs provided by the experts
• Handling confidential information and sensitive information
• Proofreading, and formatting of documents for the Executive Board and ESA governance bodies
• Maintaining and updating the mission schedule for ESA Council
• Supporting the PPS Project Manager in change management and logistical tasks

Skills & Experience

• Proficient in the English language, both written and spoken; knowledge of another official ESA language is an asset;
• For site-specific functions, fluent knowledge of the local national language is also required;
• Highly proficient with modern electronic office automation tools, particularly Microsoft Office suite and electronic mailing.
• This job is located in Noordwijk / Netherlands.