Secretary / Administrative Assistant

Aurora is an established supplier of skilled manpower to ESA and in particular at ESTEC and ESAC. Aurora has the opportunity to expand our support to ESA in the domain of BMC – Business Management, Controlling & Administration.
Happiness of our employees has proven key to obtaining excellent results and a client who also regards us highly for excellent service.

Overview

The work package covers provision of secretarial and administrative support to ESA organisational entities (Divisions, Services, Offices) and Projects (called Unit herein) based at ESTEC.

The principle tasks and responsibilities will include:

• 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.
• 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 Requirements required.

In addition to the above, that corresponds to standard activities in support to an organisational unit, the work package may also cover the following tasks:

• Support to Project Reviews, in areas such as documentation management, review set-up, interface with IT support team.
• Managing documentation system (e.g. Eclipse), registration / distribution / exchange / archiving of documents.
• 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.

Specific qualification requirements

• A degree preferably in Business and administration discipline.
• 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 (preferably Lotus Notes).
• 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.
• Languages skills: Fluent English. Knowledge of another official ESA language is and asset.
• For site specific functions fluent knowledge of the local national language (Dutch) is an asset.

Legal and Security Requirements

• All applicants must be legally allowed to work in The Netherlands
• Applicants are required to provide a copy of their passport and degree certificate. Aurora will validate the Degree with the issuing University and provide evidence to ESA.
• Prior to issuing a letter of employment the applicant shall provide to Aurora a recent official document declaring that they are of good conduct from the country where currently resident.

Location

The work will be performed at the European Space Technology and Research Centre (ESTEC) at Noordwijk, The Netherlands.

Contract

• The selected candidate will receive good remuneration  in line with ESA Job Class: M1.
• Will be registered for both social security and tax in the Netherlands.
• The standard working hours are 40 per week. There are 12 public holidays and an additional 30 annual days holiday.
• Training to improve efficiency and provide strength for future career are of course included.
• Aurora assist with relocation both with support and financially.
• Aurora contributes to a company pension scheme.

To be considered for this Position

Provide prior to 6 October 2017 a summary of why you are a good candidate for the position together with a complete and detailed Candidate Proposal Form or CV and Motivation Letter to Mr. Davide Starnone, at email davide.starnone@aurora.nl quoting reference BMC-EOP-83.

Aurora will agree conditional employment terms and conditions with candidates before presenting them by 11 October 2017, 13.00 hours.

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