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RT-C/TEC-H/00411 Secretary / Administrative Assistant (20hrs/week)

Job Reference N017/ESTECSF/1288

This job has been closed.

Number of Positions:
1
Contract Type:
Permanent
Salary:
Salary information available upon application
Working Hours:
20
Location:
ESTEC, Noordwijk
Closing Date:
08/12/2017
Job Category:
Administration, Coordination, EA & PA
Region / Division:
Space DE
Business Unit:
ESTEC

Package Description

Full details on application.

Job Introduction

Serco is a specialist at delivering vital services on behalf of European, National and Local Governments.

Serco Europe employ’s a large workforce in Belgium, Luxembourg, France, Switzerland, Germany, Holland, Spain, Italy and the UK.

Our European operations have ca. 2,000 employees delivering critical services to public institutions throughout Europe. 

 

Main Responsibilities

For our activities in ESTEC, we are currently looking for a Secretary / Administrative Assistant (20hrs/week).

Tasks and Responsibilities

The position involves the provision of secretarial and administrative support to ESA organisational entities (Divisions, Services, and Offices) and Projects (called Unit herein). It includes the following tasks:

  • 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, including management of Harmonisation Document Management System and Shaperpoint;
  • 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 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.

Successful Candidate

  • The candidate should have a completed secondary education and professional training in administrative and/or clerical support with minimum 4years of relevant experience;
  • 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;
  • 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.

Please note that the closing date for the applications is on 08/12/2017.

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Important

Any offer of employment is contingent upon you providing documents to verify your identity and employment eligibility, as required by law.

Applicants are reminded that they will be requested to produce such documentation during the recruitment process.

Please contact a member of the recruitment team if you require further details of acceptable types of documentation required for verification of identity and work authorization. 

For positions located within the Darmstadt Support Office please note that only applicants with no family affiliation within the Company will be considered.

Data Protection:

When creating a profile on the Serco Career Centre you agreed to the Data Protection policy, a copy is available upon request.

You may submit a written request revoking your consent to this agreement at any time.

About The Company

Serco Services GmbH, part of the Serco group, A FTSE250, Multi-national Service Provider with over 60,000 employees worldwide.

Serco’s space heritage over the last 40 years has placed us in the Space News Top 50 Space Industry Manufacturing and Services Companies - We work alongside EUMETSAT and the European Space Agency, where we are the largest on-site service provider with ca. 300 staff.

What connects the ever growing Serco workforce is a passion for delivering great service – To keep ahead we have to constantly evolve and enhance the way we deliver our services and everyone in Serco has a role to play here.

Serco provide the right environment to encourage ideas and a comprehensive Best Practice support network that enables them to put their ideas into action.

If you share our values then join with over 60,000 colleagues globally who are equally as passionate about delivering great service as you