Role Responsibility

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.

Successful Candidate

• Appropriate skills and specific experience in the following fields:
• 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.

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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. 

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.

Package Description

What we offer if you join our amazing team:

• Competitive Salary 

• Corporate Benefits Package 

• Exciting relocation package​ (if applicable) 

• Company events

About the Company

Why should you join Serco ?

At Serco not only is the nature of the work we do important, everyone has an important role to play.

Meaningful and vital work - You’ll contribute to methodologically intercepting challenges whilst achievements will also be recognised and celebrated.

A world of opportunity - You’ll be wholeheartedly supported with development and career progression

Great people - You’ll become an integral member of a well-defined and supportive team who believe passionately in the value of our work.

What we offer

• Chance to contribute to innovation in the public services sector
• A company passionate about diversity and inclusion
• Permanent employment with comprehensive Serco Benefits package.
• Pension

About Serco

At Serco, not only is the nature of the work we do important, everyone has an important role to play when managing complex public services.  

We are a team of 50,000 people responsible for delivering essential public services around the world, we are innovators, committed to redesigning and improving public services for the benefit of everyone.

By joining Serco you will have unlimited access to our Global Employee Networks – SercoInspire (Gender), SercoEmbrace (Multicultural), SercoUnlimited (Disability) and In@Serco (LGBT & Networks). Serco Employee Networks, led by colleagues who are passionate about diversity, inclusion and belonging. 

Apply

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Serco is a Disability Confident Employer committed to employing and retaining people with disabilities.  Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview.

More at:

https://www.serco.com/eu/sector-expertise/space

https://www.serco.com/eu/careers/careers-in-space