VN 25/56 Secretary / Administrative Assistant

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.

The mission of the Programme Preparation and Development Department (PRD) is to design and establish cost effective operational end-to-end satellite systems meeting agreed user requirements, taking into account existing assets and relevant evolutions of technologies and technical concepts. The holder of this post provides administrative and secretarial support within the Secretariat of the Director of Programme Preparation and Development (D/PRD) and reports to the Personal Assistant to the Director of the Department.

• Dealing with administrative enquiries from EUMETSAT staff regarding departmental activities;
• Supporting the preparation of team events, internal, external and international meetings, involving administrative arrangements, booking of locations / rooms, preparation and distribution of documents, arranging catering for in-house meetings;
• 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;

• Acting as departmental Document Management Responsible (DMR) for document preparation and handling (e.g. in the context of Delegate Body Meetings);
• Dealing with travel arrangements for staff members of the PRD Department;
• Setting up new starter IT accounts and supporting the on-boarding process;
• Dealing with internal and external telephone enquiries and with administrative enquiries from other Divisions/Departments;
• Supporting the monitoring of PRD related budget articles (e.g. mission costs, etc.) as required;
• Updating information and improving the quality of the PRD departmental Atlassian Confluence and intranet pages;
• Act as deputy for D/PRD PA during absence.

• Proven secretarial and administrative experience in a multi-lingual environment;
• Proven ability to work autonomously, to plan, self-organise 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 (such as Atlassian Confluence or similar) and an ERP system, preferably SAP, with ability to adapt to new tools;
• Excellent typing and PC skills;
• Excellent interpersonal, communication and team-working skills with a strong customer-oriented mindset and ability to interact effectively at all levels with tact and diplomacy.