Administrative Assistant

Vacancy in the Directorate of European, Legal and International Matters.

ESA is an equal opportunity employer, committed to achieving diversity within the workforce and creating an inclusive working environment. We therefore welcome applications from all qualified candidates irrespective of gender, sexual orientation, ethnicity, beliefs, age, disability or other characteristics. Applications from women are encouraged.

This post is for a limited duration of 4 years and is classified B2-B4 on the Coordinated Organisations’ salary scale .

Location
ESA Headquarters, Paris, France  

We are looking to hire an Administrative Assistant to join our Legal Services Department. We are responsible for the Agency’s legal policy, the overall coherence of the Agency’s legal instruments and for assisting the various ESA directorates with drafting documents that have a legal implication for the Agency. We are also extensively involved in the negotiation of agreements with third parties, as the Agency is engaged in many international cooperative initiatives. 

You will report directly to the Head of the Legal Services Department and will give support to the Institutional Law and Public International Law Divisions.

You will be responsible for providing administrative support as follows:

• Various administrative tasks such as managing schedules, organising meetings, follow-up of complex matters, organisation of the Department;
• Proofreading, editing and updating of legal documents (declarations, resolutions, implementing rules and other types of ESA official act) or any legal agreements, in both English and French);
• Monitoring closely the Department’s budget, mission expenditures and the appointment of legal experts and consultants;
• Contributing to the maintenance of the ESA Legal Services Department website;
• Managing requests for internships;
• Acting as “Data Protection Point of Contact”;
• Providing administrative support to the handling of disputes, especially in the context of the ESA Administrative Tribunal;
• Fulfilling other tasks such as legal research, on an ad hoc basis, as requested within the post’s area of responsibility.

Strong IT skills, including proficiency in formatting of Word and PDF documents

Knowledge of ESA’s institutional framework

Knowledge of ESA’s relevant rules, processes and procedures

Ability to draft clear correspondence in English and in legal English

Ability to grasp and interpret legal documents

Experience with document management and/or maintaining websites

Result Orientation

Operational Efficiency

Fostering Cooperation

Relationship Management

Continuous Improvement

Forward Thinking

You should have completed secondary level education followed by professional experience in administrative, legal and/or political science.

• A proactive approach to problem solving and process improvement;
• An ability to work under pressure and meet deadlines;
• Detail orientation and accuracy;
• A strong team orientation;
• The ability to establish and maintain effective working relationships with people at all levels;
• Demonstrating sound judgement, tact and discretion;
• Applications from young professionals with little experience are encouraged.

Other Information

For behavioural competencies expected from ESA staff in general, please refer to the ESA Competency Framework .

For further information please visit: Professionals ,What we offer  and FAQ

The working languages of the Agency are English and French. A good knowledge of one of these is required.
Knowledge of another Member State language would be an asset.

The Agency may require applicants to undergo selection tests.

At the Agency we value diversity and we welcome people with disabilities.  Whenever possible, we seek to accommodate individuals with disabilities by providing the necessary support at the workplace.  The Human Resources Department can also provide assistance during the recruitment process. If you would like to discuss this further please contact us at [email protected] .

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Please note that applications are only considered from nationals of one of the following States: Austria, Belgium, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania,  Spain, Sweden, Switzerland, the United Kingdom, Canada, Latvia, Lithuania, Slovakia and Slovenia.

According to the ESA Convention, the recruitment of staff must take into account an adequate distribution of posts among nationals of the ESA Member States*. When short-listing for an interview, priority will first be given to internal candidates and secondly to external candidates from under-represented or balanced Member States *.

In accordance with the European Space Agency’s security procedures and as part of the selection process, successful candidates will be required to undergo basic screening before appointment conducted by an external background screening service. 

*Member States, Associate Members or Cooperating States.