![Telespazio Germany GmbH](https://media.trabajo.org/img/noimg.jpg)
Administrative Assistant
vor 1 Woche
Reference:
- J24037
- Location:
- ESOC \ Darmstadt \ Germany
- Category:
- Service and Satellite Operations
Who You Are:
As part of the Administrative Support domain, we are looking for a new team member to complement our existing team in the area of Secretarial Services.
This specific opportunity is relating to the Administrative and Management Support Service.We are looking forward to meeting you
What You Will Focus on:
- Administrative Services related to the issue/publication of Invitations To Tender, Requests For Quotation, Contracts, Recommended Bid Responses, Financial Commitments, Notification of Commitments, Change Requests, VAT Exemption Forms, Software Licences and 3rd party activities
- Autonomous monitoring of procurement related actions in the ESA financial system "esap" with regard to Shopping Carts, Contracts and Recommended Bid Responses (in accordance with applicable rules and instructions)
- Issue of CCNs and WOs for signature and collection of all related signatures
- Preparation and issue of "Not Retained Letters"
- Preparation and issue of Change of Key personnel letters
- Close Out of contracts in accordance with the CCD procedure
- Tracking service, i.e. autonomous followup and monitoring of procurement actions, such as TA Packages, Contracts, CCNs and WOs and other procurement actions (e.g. clarification requests)
- Provision of support in formatting, reviewing, updating etc. of contractual documentation
- Routine correspondence and telephone handling service with external stakeholders
- Filing service (i.e. electronic filing of procurement / contractual documents in filing system and esap)
- Meeting support service for industry days, debriefs, negotiation meetings, internal service meetings as well as preparation of the meeting agenda, provision of any support documentation (e.g. negotiation points), taking and drafting of minutes, booking meeting rooms
- Travel coordination service (handling mission requests/claims, coordinating booking)
- Guest/visitor registration service
What You Bring:
- University degree (Bachelor) from a recognised Institute of secondary studies orequivalent. E.g. qualification in Business Administration (or Communications as relevant)
- Applicants must be highly proficient in MS Office (Word, Excel & PowerPoint) and Corporate Email Systems Outlook and ideally MS TEAMS, knowledge of WEBEX is an advantage.
- Selfmotivation and the ability to work independently in an international environment.
- The working language of the Agency is predominantly English.
- User knowledge of SAP and the ESA financial and procurement processes
- Experience with SharePoint and MS TEAMS/ WEBEX
- Understanding the concepts and requirements for service delivery as part of a service team
- CV in Europass format
What We Offer:
All our benefits can be found here:
How to Apply:
Your HR Contact for this position is Bitu Maklari.
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