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VN 24/53 Personal Assistant to the Director of Administration

The Personal Assistant gives secretarial and administrative support to the Director of Administration, coordinates secretarial support throughout the Department and is responsible for the organisation of Council meetings and coordination with Heads of Delegations and Council Chairman between Council Meetings.

The mission of the Administration Department (ADM) is to plan and to manage the financial and human resources needed by EUMETSAT, to oversee adherence to the organisation’s regulatory framework, to manage the procurement process and to provide and maintain the necessary site infrastructure.

Duties

  • Manage Office of Director of Administration (D/A) and supervise secretarial support to the Director of Administration;
  • Provide personal assistance to the Director of Administration (D/A), including:

- Drafting of international correspondence with high level external contacts;

- Managing his/her schedule and appointments;

- Monitoring of his/her actions;

- Filtering external and internal solicitations;

- Creation, organisation and population of temporary files on various meeting topics;

- Preparation of missions in close coordination with other departments;

  • Manage the documentation in D/A’s Office utilising the EUMETSAT document management tools (e.g. M-files);
  • Control the budgets of the D/A and initiate procurements;
  • Coordinate departmental inputs to the Management Board Meeting, reporting on Organisational and ADM objectives, Director-General’s reports to Delegate Bodies, etc.;
  • Organise international meetings and conferences as required, in particular Council meetings, including:

- Provision of timely documentation in both official languages,

- Procurement of interpretation services,

- Organising travel and practical arrangements for Chairpersons and translators, and social events,

- Coordination of List of Decisions and Minutes;

- Liaising with Delegations and Council Chair between Council meetings regarding procedural and administrative matters;

  • Coordinate standards and procedures across all EUMETSAT Delegate Bodies, including maintenance of corresponding EUMETSAT Management System and related Working Practice(s);
  • Coordinate cross-organisational administrative processes, including:

- Coordinate the secretarial support within the ADM Department, incl. temporary backup arrangements;

- Maintain and update the central address database and the related General Working Practice, coordinate related training and to provide general advice as necessary;

- Manage the EUMETSAT central archive and maintain the respective working practice up-to-date;

- Act as “senior user” of the Document Management System (DMS) on behalf of the ADM Department (e.g. DM procedures and processes trainer);

- Manage the EUMETSAT Electronic Documentation System (EUMEDS), act as “senior user” for EUMEDS enhancements and provide advice to users;

- Organise annual cross-organisational secretarial meetings.

 

LOCATION

Darmstadt, Germany

QUALIFICATIONS

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

LANGUAGES

The official languages of EUMETSAT are English and French. Candidates must be able to work effectively in English and have some knowledge of French. Knowledge of German would be an advantage.

DEADLINE

13 January 2025

Duties

  • Manage Office of Director of Administration (D/A) and supervise secretarial support to the Director of Administration;
  • Provide personal assistance to the Director of Administration (D/A), including:

- Drafting of international correspondence with high level external contacts;

- Managing his/her schedule and appointments;

- Monitoring of his/her actions;

- Filtering external and internal solicitations;

- Creation, organisation and population of temporary files on various meeting topics;

- Preparation of missions in close coordination with other departments;

  • Manage the documentation in D/A’s Office utilising the EUMETSAT document management tools (e.g. M-files);
  • Control the budgets of the D/A and initiate procurements;
  • Coordinate departmental inputs to the Management Board Meeting, reporting on Organisational and ADM objectives, Director-General’s reports to Delegate Bodies, etc.;
  • Organise international meetings and conferences as required, in particular Council meetings, including:

- Provision of timely documentation in both official languages,

- Procurement of interpretation services,

- Organising travel and practical arrangements for Chairpersons and translators, and social events,

- Coordination of List of Decisions and Minutes;

- Liaising with Delegations and Council Chair between Council meetings regarding procedural and administrative matters;

  • Coordinate standards and procedures across all EUMETSAT Delegate Bodies, including maintenance of corresponding EUMETSAT Management System and related Working Practice(s);
  • Coordinate cross-organisational administrative processes, including:

- Coordinate the secretarial support within the ADM Department, incl. temporary backup arrangements;

- Maintain and update the central address database and the related General Working Practice, coordinate related training and to provide general advice as necessary;

- Manage the EUMETSAT central archive and maintain the respective working practice up-to-date;

- Act as “senior user” of the Document Management System (DMS) on behalf of the ADM Department (e.g. DM procedures and processes trainer);

- Manage the EUMETSAT Electronic Documentation System (EUMEDS), act as “senior user” for EUMEDS enhancements and provide advice to users;

- Organise annual cross-organisational secretarial meetings.

Skills and Experience

  • Proven secretarial and administrative experience in a senior executive office in a multi-lingual and complex environment, including drafting of correspondence and minutes of meetings in English;
  • Experience in organising large or complex meetings or other events with international participants;
  • Experience of managing budgets;
  • Autonomy and proven ability to plan and self-organize and to deliver high quality outputs within deadlines, even in stressful situations;
  • Experience of people management;
  • Demonstrated service-orientation;
  • Strong analytical and synthesis skills
  • Proficient practice of office software suites (i.e. Word, Excel, PowerPoint, Outlook), and experience of a document management system and an ERP, preferably SAP, with ability to adapt to new tools;
  • Very good communication and team-working skills with ability to interact effectively at all levels of the organisation with tact and diplomacy.

Employment Conditions

The initial contract will be of 4 years’ duration, with subsequent 5 year contracts being awarded thereafter, subject to individual performance and organisation requirements. There is no limit to the amount of follow-up contracts a staff member can receive up to the EUMETSAT retirement age of 63 and there are certainly opportunities to establish a long career perspective at EUMETSAT.
This post is graded B4/B6 on the EUMETSAT salary scales. The minimum basic salary for this post is EURO 5459 per month (net of internal tax but excluding pension contribution and insurances) which may be negotiable on the basis of skills and experience. The salary scale provides for increments on the anniversary of taking up employment, and scales are reviewed by the EUMETSAT Council with effect from 1 January each year. In addition to basic salary, EUMETSAT offers attractive benefits. Further information, including salary details, is available on the EUMETSAT web site.

EUMETSAT is committed to providing an equal opportunities work environment for men and women.
Please note that only nationals of EUMETSAT Member States may apply. The EUMETSAT Convention requires that Staff shall be recruited on the basis of their qualifications, account being taken of the international character of EUMETSAT.

About EUMETSAT

EUMETSAT is Europe’s meteorological satellite agency. Its 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 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 has 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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