Functieomschrijving

pWe are looking for multiple Business Management professionals to complete our consultants Workforce Management Service to provide Business Management support to the Directorate of Human and Robotic Exploration of the European Space Agency (ESA) at their location in Noordwijk, The Netherlands. The service is expected to be on-site in ESTEC, collocated with the project teams and providing remote support to EAC or ECSAT with travels/missions as required. The purpose of this Support Service is to assist teams in performing studies, as well as from the start of implementation to the end of in-flight commissioning. The selected candidate should show integrity and professionalism. /p pstrongPlease note, the successful candidate will be employed by ATG Europe (or one of its subsidiaries). Furthermore, upon selection, they will be subject to a general security screening performed by an external provider (further information will be provided at the interview stage). /strong /p pThe successful candidate will be tasked with, but not limited to:br/ /p ulliAct as focal point and coordination for planning and organisation of Group/Team meetings; /liliEnsure suitable meeting accommodation is booked and organise catering; /liliSupport visitors, including access control, announce visitors with security, preparing visa applications and escorting when on site; /liliSolve unforeseen events and situations that arise (for example, appointments or meetings to be moved, interfacing with visitors, and managing meeting schedule conflicts; /liliSupport with preparation and collection of presentations and input materials for meetings; /liliDistribution of information materials for meetings; /liliTake, maintain and follow up on minutes of meetings; /liliStore and maintain Group/Team and meeting documentation in the related system (SharePoint, ECLIPSE); /liliImplement the Directorate and ESA procedures for document and communication management; /liliAct as the focal point of contact and coordinator for general communications with the HRE (Directorate of Human and Robotic Exploration) Group/Team Leaders; /li /ul ulliProvide first line support for telephone calls and information requests; /liliMonitor, prioritise and reply to e-mails in the inbox of the Group Leaders; /liliRegister incoming letters and correspondence, and when instructed prepare and issue the response; /liliAnalyse incoming correspondence and documentation and distribute accordingly; /liliAct as general focal point for missions (travels), providing business travel arrangements, coordination, information and a proactive follow up to issues, unforeseen events or when issues and conflicts arise; /liliCo-ordinate and support travel arrangements, such as booking taxis, flights, hotels, transport, arranging site access control and preparing visas, and processing travel claims and reimbursements; /liliSupport the preparation of mission requests/orders, process mission claims before forwarding to the Mission Desk and interface with the travel office for associated bookings; /liliDetermine the urgency of mission requests and take initiatives to contact the requestors and ask for additional information if the request is not clear or incomplete, analysing the requests and summarising them clearly and concisely before submission; /liliReview department mission orders and mission claims, and interface with the travel office for associated bookings; /liliRelay mission requests to the relevant action owner with minimum delay; /liliPrepare visa applications, and provide the travellers with information material; /liliProvide support to the executive management for planning and organising missions for events; /liliProvide support and co-ordination for access authorisation to 3rd party sites, (e.g. DLR, CNES, NASA, JAXA); /liliCollect and provide inputs to the master schedule of staff belonging to HRE organisational units; /liliCollect HRE Group/Teams inputs for the HRE yearly conference plan and follow up the approval from Director; /liliProduce and maintain the organisation charts; /liliHandle of Leave/Timesheet management; /liliOrganise and coordinate the regular update of the leave calendar(s) for the HRE Group and Teams; /liliSupport the organisation of HRE events; /liliSupport event feedback survey preparation and distribution; /liliOrder the office supplies in ESA provided tool, and maintain office stationery; /liliCoordinate requests for and order of yearly calendars and diaries for ESA staff /liliSupport the selection, ordering and distribution of merchandise; /liliProcess and provide the active follow up of site access and office allocation for the take-up of duty and departure of staff or contractor personnel; /liliProcess and provide the active follow up for ESA IT systems access and equipment for staff and contractor personnel; /liliPrepare and oversee office allocation and distribution; /liliProvide coordination and support for major office relocation; /liliReview and update office seating plans; /liliFacilitate and book office distribution requests; /liliSupport co-ordination for the onboarding procedures and briefings related to security, personal data and export control and any other ESA regulations particular at the TUD or departure of staff or contractor personnel; /liliProvide the administration support and ensure the proper handling of shipments and incoming mail and packages through ESTEC or CST Mail Services; /liliAssist in the implementation and monitoring of small purchase orders and z-payment requests; /liliIn the case of an event, support the initiating entity in the organization; /liliIn the case of on-site events, provide the organisation and coordinating interface with ESA Facility Management, and ESA Conference Bureau; /liliIn the case of off-site events, interface, and coordinate with the appropriate external entities; /liliSupport and coordinate requests with event webpage creation for event and communications; /liliParticipate in events as required; /liliSupport the administration of the Group’s/Department’s policies, instructions, and guidelines; /liliSupport the editing, proof reading, configuring, and issuing regular reports and management documentation; /liliCoordinate and support the preparation and publication of internal and external documents, including editing and proof reading; /liliCreate and send documents such as communications, reports of company meetings; /liliMaintain document libraries including maintenance of change log, master data, distribution lists, issue information notes to users; /liliMaintain various records and archiving of documents in SharePoint, Eclipse or Teams as instructed; /liliDocument registration, distribution and archiving in close co-ordination with the HRE Teams and the Directorate Documentation Management service /liliSupport review of the status of documents in the different archives and where appropriate register this information in the DMS database; /liliAdministrative support to the project review process; /liliSupport enhancements of the document management concepts and of future improvements; /liliSupport the HRE Group/Teams for MS Teams and SharePoint administration, ( other IT tools), finding common ways of working, promoting continuous improvement and implementing harmonised procedures; /liliRecommend improvements in the working environment in coordination with HRE Business Unit Control (BUC) Office and ESA corporate entities and support follow-up actions. /li /ulbr/ulliBachelor’s degree in STEM and/or Business; /liliAt least 4 years of experience in the Space/High-Tech sector with administration; /liliProficient with one or more of the following: Microsoft365, Viso Professional, ESA-P, ESA-STAR, EROS, THREAD, Polaris, ECLIPSE, OMNES, WLMS, CIFM, MAS, IPCDB, HRE Workforce Database, PowerBI, Business Objects, LLM modules, ESA Data Factory and Symbio/Zenith; /liliHigh capacity to communicate effectively with international teams from engineering, technical and business domains; /liliHigh level of organizational skills, flexibility and ability to identify priorities; /liliStrong and effective interpersonal and communication skills; /liliFluent in English, both written and spoken. /li /ul pstrongPlease submit your application in English via the apply button below. Applications submitted in other languages will not be considered. /strong /p #J-18808-Ljbffr