Business Management and Administrative Support

Work Description/Tasks: 

The work covers support to the management, administration and control of the main activities (including procurement actions) and resources (budgets, manpower, workforce) of the Directorate (D/TEC) and of its main organizational entities. As such it includes the following main tasks: 

• Support to the processes related to the main resources of the organizational entity (i.e. budgets, manpower, staffing), including planning, execution and follow-up of the activities and resources. 

• Support to the planning, preparation, execution and follow-up of technical activities (including projects / programmes) and associated progress in terms of output / schedule / resources, and of related procurement actions. 

• Monitoring and controlling of all administrative actions related to procurement and contractual matters, including monitoring of financial commitments and payment milestones, invoicing, etc. 

• Maintaining up to date the related data, performing data analysis, identifying deviations w.r.t. plans/targets and production of associated reports to the responsible management and to the concerned customers. 

• Support to the relevant TEC entity in the definition of new and improvement of existing processes and tools and production of related documents. 

• Support to communication activities related to a) and b) above, including update of web-site, organization of events, etc. 

• Support to the organization in relation to a) or b) above for preparation and execution of meetings / reviews, recording of minutes and actions, and follow-up thereof. 

• Provision of administrative assistance to organizational units and their staff regarding secretarial and clerical functions, documentation management, management of agenda and organization of meetings, business travel arrangements, handling of mail, management documentation / archive, etc. 

For the execution of the above tasks the contractor will be requested to: 

• Use related ESA Corporate or D/TEC specific software tools, documentations systems, and databases. 

• Interface with the relevant actors within the Directorate, with ESA Programme Directorates and with ESA Corporate Services (e.g. finance, human resources, procurements). 

For the execution of the tasks covered by this Work Package the Contractor shall have adequate generic skills and experience in the following areas. More specific skills and capabilities required for the execution of specific tasks within this Work Package are provided in the subsequent sections on Qualification of contractor personnel. Job Opportunity 

• Business administration and control at administrator level and/or assistant level. 

• Ability to interface at appropriate level with relevant actors within and outside of D/TEC. 

• Good sense of contacts and communications. 

• Ability to readily assimilate and co-ordinate input data and providing timely output to the hierarchy. 

• Reliability, rigor and initiative in the execution of the assigned work. 

• Familiarity in the use of standard office automation support software packages (such as Word, Excel) and of commercial database system (e.g. Access), electronic mail and Web based applications. 

• Ability to rapidly understand and adapt to ESA specific context and environment including ESA corporate IT applications. Past experience with ESA in relevant activities would be very valuable. 

The contractor will provide support to the TEC-OS team on tasks related to administration and control of the main activities (including procurement actions) and resources (budgets, manpower, workforce) of the Directorate (D/TEC) and related support to TEC-OS or line management or programme management. 

This reinforcement is required to cope with the additional workload stemming from the ESA Financial Management Reform. The exact assignment of tasks within TEC-OS (central or departmental) will decided at a later stage depending on the needs of the directorate. 

Main Responsibilities: 

The incumbent will provide general assistance to TEC-OS, either at central, departmental or programme level. This will cover part or all of the following tasks: 

1. At central or departmental level 

− Assisting in the preparation of plans of activities, including Execution / Contract Action Plan, monitoring and analyzing its implementation and evolution including the elaboration of associated reports. 

− Assessment and monitoring of the status of the procurement actions (using ESA Corporate and TEC IT Tools) including activity progress, maintenance of payment plans, correctness of financial charging, invoicing and payment. 

− Assisting in the preparation, analysis, implementation, and monitoring of the resource plan (budget and manpower) and maintaining and verifying the related budgetary data. 

− Assisting in the definition, preparation, implementation and maintenance of management support tools to ensure efficient execution of the related tasks. 

Job Opportunity 

− Liaison with Contract, Budget and Payment Officers to ensure the coherence of the internal and external administrative data. 

− Supporting workforce and workload planning, monitoring, and related time management 

2. At programme level 

− Coordinating the contractor recruitment process for the department, including maintenance of related data in TEC contractor database 

− Assisting in preparing, developing and maintaining programme level plans; 

− Assisting in the definition and in maintaining related work/procurement plans and related execution and contract actions plans (in ACTIS) as applicable; 

− Monitoring of the implementation of the programmes and of activities, as appropriate, and preparation of related reports and provision of management information as required. 

− Operation of the associated management information tools and system databases. 

Specific Qualification Requirements: 

• Experience in the field of control and/or resource management, and basic understanding of budgeting, accounting, procurements 

• Good sense of organisation of work, rigor, accuracy and reliability in the execution of the assigned tasks, 

• Result orientation and autonomy in the execution of the assigned tasks 

• Ability to handle high volume of numerical data in an accurate manner, analyse them, and produce synthetic reports. 

• Good written and verbal communication. 

• Ability to establish positive and constructive working relationship with team members and other colleagues within and outside of D/TEC (including customers and corporate services), and ability to interface with senior management. 

• Excellent proficiency in the use of tools advanced features, databases and specialised information systems (MS Office) including in particular advance usage of Excel. 

• Familiarity with relevant ESA processes and corporate applications (IRMA, EFIS, COSY, COS-Notes, etc.).t 

Start Date: As soon as possible 

Remuneration: Depending on candidate qualifications