Key Tasks and Responsibilities

As part of the Budget and control division, you will have the following 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

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 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.

If you think you have what it takes for this job, please send your CV (in English and in Word or PDF) to Kalyna Traykova, by clicking on the button “Apply for this job” quoting job NL-HP-24128.