Secretarial Services

Referenz: J18115
Ort / Standort: Headquarters | Darmstadt
Anmeldeschluss für Bewerbungen: 15.01.2019 23:59 CET
Kategorie: Operations & Engineering Services

Telespazio VEGA is one of the leading service provider to the European Space Agency's Operations Centre in Darmstadt, Germany for over 30 years. We are currently seeking to expand our presence in a number of Administrative and Management Support services from 2019, primarily within two service domains; namely Business Management and Control support and Administrative Support.


As part of the Administrative Support domain, we are looking for additional staff to complement our existing teams in the areas of Secretarial Services, Management Support Services and the Documentation Services. This specific opportunity is relating to the Secretarial Service.

Responsibilities / Duties

The following list provides an overview of the likely tasks to be assigned by the Service Manager to a member of the Secretarial Services team:

  • Provision of the secretariat support including telephone, e-mail handling and travel co-ordination
  • Meeting organization (preparation of agenda, provision of documentation, taking of minutes) and maintenance of Lotus Notes/Outlook Calendar
  • Monthly, quarterly and/or ad-hoc reporting services
  • Preparation and processing of correspondence and documentation
  • Monthly manpower bookings in ERP system, leave booking, tracking and data input service
  • Support manpower, work package planning/changes, budget review processes, planning and monitoring
  • Organisation of workshops and conferences
  • Support in placing contracts and any related follow-up using an ERP system and organization of the flow of the high volume of documents
  • Support services during SVTs, launch preparation and campaigns.
  • Documentation updates/data entry service using Document Management Systems
  • Support services such as visa applications, filing and logistics service
  • Support LEAN process activities using iObeya, ESA CCSDS and CEN/CENELEC contributions

Qualifications / Experience

Applicants must have a secondary education and professional training in administrative techniques.

Essential Skills

  • Applicants must be highly proficient in MS Office (Word. Excel & PowerPoint) and Corporate E-mail Systems (Lotus Notes/Outlook).
  • Candidates are expected to demonstrate good organisation skills, attention to detail and the ability to establish and maintain effective working relationships.
  • Self–motivation and the ability to work independently in an international environment.
  • The working language of the Agency is predominantly English. Fluency in English (spoken and written) is mandatory. Knowledge of another member state language, such as German or French, will be considered an asset.

Desirable Skills

  • User knowledge of SAP and the ESA financial and procurement processes, specifically for the creation and update of shopping carts. 
  • Experience with Documentation Management Systems, such as ECLIPSE.
  • Experience with SharePoint and Skype for Business. 
  • Understanding the concepts and requirements for service delivery as part of a service team.

Further Details

Local support shall be provided from Telespazio VEGA’s office in Darmstadt.


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