Secretary/Administrative Assistant ESO

European Organisation for Astronomical Research in the Southern Hemisphere

Munich, Germany

The European Organisation for Astronomical Research in the Southern Hemisphere (ESO) is the foremost intergovernmental astronomy organisation in Europe and the world’s most productive astronomical observatory. ESO operates three unique world-class observing sites in the Atacama Desert region of Chile: La Silla, Paranal and Chajnantor. The ESO headquarters are located in Garching, near Munich, Germany. ESO is the focal point for Europe’s participation in the Atacama Large Millimeter Array (ALMA) consortium, which is currently constructing and operating a large submillimetre array in the Chilean Andes. The concept and design of the European Extremely Large Telescope (E-ELT) is also currently underway at ESO.

For its education and Public Outreach Department (ePOD) in the Science Directorate at the Headquarters in Garching near Munich, Germany, ESO is opening the position of Secretary/Administrative Assistant.

ESO’s education and Public Outreach Department (ePOD) is a world-leading astronomy education and public outreach (EPO) group, based partly at the ESO Headquarters in Garching bei München, Germany, and partly in Santiago de Chile. ePOD is responsible for providing information about ESO’s activities to the public in the Member States and beyond. ePOD manages and performs public astronomy communication activities aimed at various target groups, including the media, the public, educators, the ESO user community, industrial partners and decision-makers. The European Space Agency’s Hubble Space Telescope outreach work is also handled by ePOD, and the group operates the press office for the International Astronomical Union. These combined outreach activities make ESO an exciting European and global centre for astronomy outreach and education. The group is very strong in the production of astronomical images, exhibitions, high-impact video material and powerful outreach projects. Working with the fast-paced media world and the public, ePOD work emphasises rapid and on-time delivery of results.

Main Duties and Responsibilities:

The Secretary/Administrative Assistant supports a group of about 10 ePOD staff in Garching and is the first point of contact for external requests for information to ESO. Administrative assistance within the Directorate for Science is often shared between different assistants to obtain a good coverage.

The main tasks include:

• Handling of purchase requests for ePOD/Garching (including requesting offers from German-speaking suppliers);
• Provide logistics support for ePOD/Garching (transfer requests for shipments, travel logistics, department calendar etc.);
• Occasional event and project coordination (such as the ESO Open House Day, media visits etc);
• Assistance with the ESO address database;
• Provide budget assistance;
• Providing administrative assistance to ePOD (including room bookings, minute taking, reporting collecting statistical information, internal mail distribution).

Reports to:

Head of ePOD

Experience:

• You should have at least 5 years of relevant experience in the field of administrative assistance, secretarial support or similar and using an ERP system such as Microsoft Navision;
• Advanced user knowledge of Word and Excel is also essential.

The following experience and skills would be an asset:

• Experience in project coordination;
• Database management;
• Event or exhibition management and concept development;
• Any kind of science outreach experience;
• Have some interest in science.

Key Competences:

• Very good organisational skills and ability to work effectively and efficiently on a wide range of activities in parallel, from small routine tasks to larger projects;
• Communicate clearly both orally and in writing and ability to work effectively in an international environment, collaborating with people from different countries and cultures;
• Strong analytical skills and ability to anticipate/identify problems and provide workable solutions;
• Be proactive, highly motivated and able to work within the department both in a team and independently;
• Contribute ideas for improvements and developments to the working of the team and department; and
• Be able to follow departmental procedures and workflows, and to document new and updated procedures when necessary, so that colleagues can also follow them.

Qualifications:

You must have completed secondary school education and formal training in the commercial or administrative field. A secretarial/administration diploma is preferred.

Language Skills:

The position requires a very good command of the English and German language. Spanish would be an asset.

Remuneration and Contract:

We offer an attractive remuneration package including a competitive salary (tax free), medical insurance, educational and other social benefits, as well as financial support in relocating your family and the possibility to place your child/children in daycare.

The initial contract is for a period of one year with the possibility of a fixed-term extension. The title or grade may be subject to change according to qualification and the number of years of experience.

Duty Station:

Garching near Munich, Germany

Career Path: II

Application:

If you are interested in working in areas of frontline technology and in a stimulating international environment, please visit (http://www.eso.org) for further details.

Applicants are invited to apply online at https://jobs.eso.org/. Applications must be completed in English and should include a motivation letter and CV.

Closing date for applications is 17 July 2012.

Although recruitment preference will be given to nationals of ESO Member States (members are: Austria, Belgium, Brazil, the Czech Republic, Denmark, Finland, France, Germany, Italy, the Netherlands, Portugal, Spain, Sweden, Switzerland and United Kingdom) no nationality is in principle excluded.

The post is equally open to suitably qualified female and male applicants.