Secretary/Administrative Assistant - VN 25/18

Secretary/Administrative Assistant - VN 25/18

EUMETSAT - European Organisation for the Exploitation of Meteorological Satellites

Darmstadt, Germany

EUMETSAT is headquartered in Darmstadt, where over 1,000 employees and contractors from 30 Member States collaborate to develop and operate a fleet of state of the art earth observation satellites. The headquarter also houses a large data centre building and the operations control centre which is staffed 24 hours a day and 7 days a week to ensure that EUMETSAT’s important mission can be fulfilled.

It is an exciting time to be working at EUMETSAT. As an organisation we are operating a fleet of satellites delivering weather and climate-related satellite data and images to our users worldwide; helping protect lives, property and industries. However, you do not need to be an engineer or a scientist to make a positive contribution. Our colleagues in administrative roles play an equally important role in the success of the EUMESAT programmes and are valued members of the EUMETSAT family.

You will provide administrative and secretarial support within the Secretariat of the Director of Operations and Services to Users Department (OPS) consisting of 4 divisions. In this position you will report to the Personal Assistant to the Director of the Department, working along side other admin assistants.

The Operations and Services to Users (OPS) Department is responsible for exploiting EUMETSAT’s operational satellite systems and delivering agreed data, products and support services.

What you’ll be doing

• Preparation of international meetings, involving administrative arrangements, preparation and distribution of documents, arranging and delivering catering for in-house meetings;
• Dealing with administrative enquiries from EUMETSAT staff regarding departmental activities;
• Carrying out standard secretarial tasks such as copying, typing, filing, registering incoming and outgoing correspondence in the EUMETSAT Documentation Management System, dealing with incoming and outgoing e-mails, scheduling appointments and following up on actions;
• Preparing international and routine correspondence, i.e. letters, memos and documents;
• Dealing with internal and external telephone enquiries and with administrative enquiries from other Divisions/Departments;
• Dealing with travel arrangements for staff members of the OPS Department;
• Setting up new starter IT accounts and supporting the on-boarding process;
• Supporting the monitoring of OPS related budget articles (e.g. mission costs, etc.) as required;
• Acting as departmental Document Management Responsible (DMR) for document preparation and handling (e.g. in the context of Delegate Body Meetings);
• Updating information and improving the quality of the OPS departmental Atlassian Confluence and intranet pages.

What we offer

• Excellent salary, of up to Euro 4500 NET (after income tax) based on skills and experience;
• Flexible working time including additional flexi-leave;
• Full medical coverage for employee and family;
• Attractive pension;
• 30 days of annual leave + 14.5 days public holidays;
• Training and development support;
• Relocation allowance and support (if applicable).

Requirements

Qualifications

• A full secondary education and/or secretarial education or equivalent professional qualification is required.

Skills and Experience

• Proven secretarial and administrative experience in a multi-lingual environment;
• Proven ability to work autonomously, to plan, self-organize and deliver high quality outputs within deadlines, even in stressful situations;
• Proficient practice of office software suites (i.e. Word, Excel, PowerPoint, Outlook), and experience of a document management system, a collaboration tool and an ERP system, preferably SAP, with ability to adapt to new tools;
• Excellent typing and PC skills;
• Excellent communication and team-working skills with ability to interact effectively at all levels with tact and diplomacy.

Languages

• Candidates must be able to work effectively in English.

APPLICATIONS MUST BE SUBMITTED IN ENGLISH. WE WILL BE UNABLE TO CONSIDER APPLICATIONS SUBMITTED IN OTHER LANGUAGES.

EUMETSAT is an international organisation employing staff from across all 30 member states and this role is being advertised on multiple international job boards, but please note that this role would be based in Darmstadt, Germany and would require international applicants to relocate if successful.

More about us

EUMETSAT’s role is to establish and operate meteorological satellites to monitor the weather and climate from space - 24 hours a day, 365 days a year. This information is supplied to the National Meteorological Services of the organisation's Member and Cooperating States in Europe, as well as other users worldwide.

EUMETSAT also operates several Copernicus missions on behalf of the European Union and provide data services to the Copernicus marine and atmospheric services and their users.

As an intergovernmental European Organisation, EUMETSAT can recruit nationals only from the 30 Member States (Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, The Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom).

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