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 Business Management, Controlling & Administration in the Directorate of Technology, Engineering and Quality (TEC).

Happiness of our employees has proven key to obtaining excellent results and a client who also regards us highly for excellent service.

Overview

The Administrative Assistant will support the Product Assurance and Safety Department.

Tasks and Activities 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 taken minutes of coordination meetings for the Unit.
• Participation to organisation of events (e.g. workshops, conferences) as required.

In addition to the above that correspond to standard activities tasks may also include the following:

• Support to the Project Review Process.
• 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

• Completion of secondary education plus professional training in administrative or clerical support.
• A minimum of 2 years working experience.
• Proficiency with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing (preferably Lotus Notes).
• Good organisation skills
• Experience in international environments, previous ESA working experience an advantage.
• Autonomy in the execution of tasks and ability to manage workload and identifying priorities; ability to cope with pressure, meet deadlines and deliver on time.
• Fluent in English, knowledge of another Member State language 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.
• 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

Prior to 25 August 2020, please apply via our Job Application form quoting BMC-TEC-635 (RT-C/BMC-TEC-Q-00635) as reference.

Aurora will agree conditional employment terms and conditions with candidates before presenting them by 28 August 2020, 13.00 hours.

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