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.

Specific tasks

• Supporting the Head of Office and the Project teams reporting to the Office in the preparation and follow up of administrative, organizational as well as contractual matters.
• Planning/coordinating the Head of Office’s and Project Manager/s’ agenda, commitments and meetings, organizing the missions and keeping the Head of Office informed on all issues of concern.
• Day-to-day support to Office 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 Office.
• Arrivals (office, phone, computer, security, access to databases, information systems) and departures (deregistration, etc.) of Office personnel.
• Ordering of office supplies and maintenance of stationary.
• Room and resources bookings for meetings and/or events falling under the responsibility of the Office.
• Manage the procurement of promotional items for the Office projects in liaison with the Project Controllers; including preparation of requirements.
• Administration and handling of shipment of goods and express mail.
• Tasks related to documentation management, distribution/registration of mail and documents.
• Establishing and maintaining the structure, records and files on the Management Information Systems, such as Eclipse, SharePoint.
• Organization of agenda and of meetings.
• On personal initiative or on instructions, collecting information and documents necessary for the Office Staff to take action on given issues.
• Coordinating actions with other assistants of the department and interface with the other assistants of the Directorate.
• Maintaining documents libraries for the Office, including maintenance of change log, distribution lists, issue information notes to concerned users.
• Maintaining and following up actions lists for the Office and taken minutes of coordination meetings for the Office.
• Participation to organisation of events (e.g. workshops, conferences) as required.

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

• 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

• Proficient in the English language, both written and spoken; knowledge of another official ESA language is and asset.
• For site specific functions fluent knowledge of the local national language is also required.
• Secondary education is required.
• A multiple years of experience in assisting Senior Executive is an asset.
• Proven sense of confidentiality.
• Excellent interpersonal and communication skills as well as very good qualities of order, method, tact, initiative, and in particular discretion are required.
• A proficiency in the use of the Agency’s information systems and tools (ESAP, Eclipse) is required.
• Highly proficient with modern electronics office automation tools in particular Microsoft Office suite and electronic mailing (preferably Lotus Notes).
• Familiarity with ESA working environment in a similar position is a distinct advantage.

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 15,7% of pensionable salary to a company pension scheme and employees can optionally make additional contributions.

To be considered for this Position

Prior to 05 October 2023, please apply via our Job Application form quoting BMC-CSC-190 (RT-C/CSC-P/00190) as reference.

Aurora will agree conditional employment terms and conditions with candidates before presenting them by 09 October 2023, 13.00 hours.

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