SECRETARY / ADMINISTRATION ASSISTANT in GENERAL SERVICES DIVISION (in Germany)

Eumetsat - monitoring weather and climate from space; Darmstadt; Vor Ort; EUR 40.000 - 60.000; Vollzeit

Zusammenfassung

A global satellite organization in Darmstadt is seeking an Administrative Assistant. Responsibilities include providing secretarial support, processing contractual documents, and maintaining electronic files. Candidates should have proven secretarial experience, excellent MS Office skills, and proficiency in English. In this role, you'll work within a multi-lingual environment and be part of a supportive team, contributing to effective procurement and contract management. A strong attention to detail and proactive support approach are essential.

Leistungen

Excellent salary up to Euro 5,000/month NET

Flexible working time and additional flexi-leave

Full medical coverage for employee and family

Attractive pension

30 days annual leave + 14.5 days public holidays

Training and development support

Relocation allowance (if applicable)

Qualifikationen

• Proven secretarial experience in a high-volume multi-lingual environment, with excellent typing skills.
• Excellent proficiency with MS Office tools, especially Word, Excel, and PowerPoint.
• Knowledge of electronic document management tools and ERP systems like SAP.

Aufgaben

• Providing administrative and secretarial support to the COS Division.
• Processing and managing contractual documents accurately.
• Coordinating internal approvals for timely processing of documents.

Kenntnisse

Proven secretarial experience in a multi-lingual environment

Excellent proficiency with MS Office tools

Experience with electronic document management tools

Knowledge of ERP-System (SAP)

Excellent interpersonal and communication skills

Attention to detail

Ausbildung

Full secondary education or equivalent professional qualification

Tools

SAP

MS Office

Jobbeschreibung

EUMETSAT is headquartered in Darmstadt, where over 1,000 employees and contractors from 30 Member States collaborate to develop and operate a fleet of state of the art earth observation satellites.

The Contracts Division (COS) provides contractual and commercial expertise across the organisation, contributing to ensuring that procurements are timely, well managed and follow the EUMETSAT financial and procurement rules, procedures and best practices.

The Administrative Assistant is part of the COS Secretarial Team, which provides secretarial and administrative support to contracts officers in the COS Division and technical contract managers in the business units.

DUTIES:

• Providing administrative and secretarial support to the Division, including scheduling of meetings, support for travel bookings, and preparation, administration and storage of documents and relevant correspondence;
• Processing and handling of contractual documents (e.g. mailing, distribution, handling of incoming and outgoing mail), ensuring contractual documents are correctly formatted and presented, performing relevant corrections where necessary;
• Maintaining the electronic filing and divisional archive of contractual documents;
• Coordinating and monitoring the internal approval of contractual documents to ensure their timely processing, hastening where necessary;
• Monitoring the signature status of contractual documents from Contractors, hastening until completed;
• Supporting Contracts Officers in coordinating administrative aspects of the tender evaluation process;
• Publishing procurement actions and related documentation on EUMETSAT’s Invitation to Tendering system (EUMITS), monitoring of EUMITS’ shared e-mail account and queries;
• Dealing with enquiries from EUMETSAT staff and contractors regarding procurement-related activities;
• Monitoring attachments and Purchase Order approval status, and maintaining vendor master data in SAP system;
• Undertaking procurement-related and administrative tasks as required (such as drafting slides and documents, taking minutes of meetings, archive management, providing ad hoc support to Purchase and Contracts Officers, providing reports).

SKILLS AND EXPERIENCE:

• 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 stronginterest in improving administrative support and processes, exploring new tools and business ideas.

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 additional asset.

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.

WHAT WE PROVIDE:

• Excellent salary, of up to Euro 5,000/month NET (after income tax) based on skills and experience
• Flexible working time including additional flexi-leave
• Full medical coverage for employee and family
• Attractive pension
• 30 days annual leave + 14.5 days public holidays
• Training and development support
• Relocation allowance (if applicable)

Apply by 5 January 2026 by clicking the Apply button.

Eumetsat

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