VN 26/25 Secretary / Administrative Assistant

Working in the Secretariat of the Technical and Scientific Support Department, this role of Secretary/Administrative Assistant will provide administrative and secretarial support to all colleagues in this department with all its divisions and will report to the Personal Assistant of the Director of the Technical and Scientific Support Department. The Secretariat of the Technical and Scientific Support Department also provides secretarial support to the Quality Management Unit.

The mission of the Technical and Scientific Support Department is to provide coherent and cost-efficient technical, scientific, project control and costing support to the development and operations of satellite systems and to provide process assurance and ICT support to all departments.

• Carrying out regular secretarial tasks such as typing, filing, registering incoming and outgoing correspondence in the EUMETSAT Documentation Management System, dealing with incoming and outgoing mail, scheduling appointments and following up on actions;
• Arranging travel for staff members of the TSS Department as well as for non-staff missions (i.e. for invited external reviewers, etc.);
• Supporting the departmental Document Management Responsible (DMR) for document preparation and handling (e.g. Delegate Body Meetings, Technical Documents, etc.);
• Preparing international and routine correspondence, i.e. letters, memos, etc.;
• Dealing with external telephone enquiries and with administrative enquiries from other Divisions/Departments;

• Preparing in-house and off-site meetings as well as workshops as required by liaising with the meeting organiser, arranging logistics such as catering for in-house meetings, thus ensuring the smooth running of the meeting;
• Supporting the monitoring of TSS related budget articles (e.g. mission costs, etc.) as required;
• Contributing to the establishing and maintaining of the dedicated TSS Secretariat Working Practices;
• Deputising for divisional secretaries of the Technical and Scientific Support Department (TSS) during their periods of absence, and for the D/TSS Personal Assistant, if so required.

• Proven secretarial experience in a high-volume multi-lingual environment, with excellent typing skills;
• Excellent proficiency with the full MS Office tool package (in particular Word, Excel and PowerPoint) or similar software programmes;
• Demonstrated experience in using an electronic document management tool;
• Knowledge of ERP-System (SAP would be an advantage);
• Excellent interpersonal and communication skills with the ability to work both independently and as part of a team, combined with a proactive and helpful working style and excellent attention to detail;
• Energetic and conscientious, with a demonstrated commitment to supporting others and a strong interest in improving administrative support and processes, exploring new tools and business ideas;
• Experience of arranging and supporting meetings in a hybrid environment using Webex, Zoom, or Teams etc.;
• Methodical approach with strong attention to detail, excellent interpersonal / communication skills, and evidence of successfully working within a secretarial team;
• Ability to exercise discretion and confidentiality at all times.