Vacature Secretary Administrative Assistant in Noordwijk Zh | Modis
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Secretary Administrative Assistant

Ref: 14902543

Toegevoegd op 09 September 2021
Vacature locatie
Noordwijk Zh
Contract type
Detachering

Functieprofiel

On behalf of the European Space Agency we are recruiting a Secretary / Administrative Assistant (M1) to join our Modis Aerospace team in the Netherlands.

Specific tasks to be performed:

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. 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 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 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 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.
  • Documentation management support related support to project reviews.
  • Use of documentation system (e.g. Eclipse), registration / distribution/ exchange / archiving of documents.
  • Support to launch campaign preparations.
  • Being prepared to travel and co-locate for extended periods (several weeks) at the launch site.
  • Secretarial and administrative support at the launch site during extended hours and during weekends.
  • In addition to the support to visitor service as described in the Statement of Work (Annex A) also the collection and escort of visitors from ESTEC Security Gate to location.

Bedrijfsprofiel

Modis has proudly supported the Aerospace & Defence industry in the Netherlands for decades. Our partnership with the European Space Agency (ESA) has been one of the many success stories allowing our people to expand their career horizons. Modis experts are contributing to some of the most important technical advances in Aerospace and Defence which impact the way we live our lives today, through specialised engineering expertise and other required skillsets. This could be your future. Become part of our successful team!

About ESA-ESTEC

The European Space Agency (ESA) has sites in several European countries.

The European Space Research and Technology Centre (ESTEC), has grown into ESA’s largest establishment and the technical and organizational hub of Europe’s space sector. Missions designed and tested at ESTEC are circling Earth, have landed on planetary bodies and have probed far into the Solar System.

The infrastructure and equipment assembled here, together with the expert knowhow of its 2800 personnel, make ESTEC a unique resource for Europe. The work done here by teams skilled in every aspect of engineering for space has enabled the creation of novel communication, navigation and information services, creating new jobs and growth while improving the lives of European and world citizens.

About ESA-ESTEC

The European Space Agency (ESA) has sites in several European countries.

The European Space Research and Technology Centre (ESTEC), has grown into ESA’s largest establishment and the technical and organizational hub of Europe’s space sector. Missions designed and tested at ESTEC are circling Earth, have landed on planetary bodies and have probed far into the Solar System.

The infrastructure and equipment assembled here, together with the expert knowhow of its 2800 personnel, make ESTEC a unique resource for Europe. The work done here by teams skilled in every aspect of engineering for space has enabled the creation of novel communication, navigation and information services, creating new jobs and growth while improving the lives of European and world citizens.

Functie-eisen

To successfully perform the above mentioned tasks, the following background / experience is required:

  • Proficient in the English language, both written and spoken; knowledge of another official ESA language is and asset.
  • 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.

Please send your CV to recruitmentaerospace@modis.com before 05/10/2021

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