Protocol and Administrative Coordinator in the Legal Affairs Division (Based in Germany)
EUMETSAT is an international organisation employing staff from across all 30 member states and this role is being advertised on multiple international job boards, but please note that this role would be based inDarmstadt, Germany and would require international applicants to relocate if successful.
EUMETSAT also operates several Copernicus missions on behalf of the European Union and provides data services to the Copernicus marine and atmospheric services and their users.
The mission of the Legal Affairs Division of the Administration Department is to provide legal advice and service to the Organisation and to the EUMETSAT Delegate Bodies, composed of Member State representatives. The Head of the Legal Affairs Division also performs the role of Data Protection Officer with the support of the legal officers of the division.
Reporting to the Head of Legal Affairs Division (LAD), the Protocol and Administrative Coordinator provides administrative and coordination support to the Head of Division as described below.
Job description:
Duties
Support to EUMETSAT Delegate Bodies:
· Draft minutes of meetings, in particular of Delegate Body meetings, and coordinate the related approval and publication process;
· Organise meetings of the Data Policy Group (DPG), composed of representatives of Member States, and act as meeting Secretary;
· Provide secretarial and administrative support to other EUMETSAT Delegate Body meetings;
· Coordinate and support the submission of LAD documents for Delegate Bodies;
Project Control and Procurement Management:
· Manage agreements and divisional procurement contracts (primarily contracts with external legal service providers), in coordination with EUMETSAT Project Controllers as necessary, and process the related SAP workflows;
· Prepare the divisional budget and oversee its implementation within SAP;
General administrative and legal support:
· Prepare correspondence with international and national partners and authorities;
· Provide administrative and coordination support in the area of data protection;
· Coordinate approval processes for legal documents and the signing of agreements with external partners;
· Organise external and internal meetings, often with a considerable number of participants, and provide secretarial support for such meetings;
· Set up and maintain documentation in support of the work of the division (excel sheets, overview and tracking tables etc);
· Establish and maintain the divisional filing system, both electronically and in hard copy, and train and support division members on the correct use of the documentation management system;
· Coordinate and provide other secretarial support as required (e.g. divisional travel arrangements).
Required profile:
Skills and experience
Considerable proven administrative, secretarial, and protocol experience in a multi-lingual and/or international environment (minimum 5 years);
Experience in the use of MS Office applications (in particular Word, Excel, Outlook and PowerPoint), of electronic documentation management and enterprise resource planning system(s), preferably SAP;
Ability to communicate effectively with international staff on all levels;
Excellent writing skills, in particular minute and report writing skills;
Strong support and user orientation;
Structured and result oriented approach;
Strong sense for confidentiality and data protection requirements;
Proactive attitude and strong sense of team working;
Supervisory skills desirable.
Qualifications
· Full secondary education is required, relevant additional specialised training and/or university degree (e.g. in business or legal studies) advantageous.
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. German language skills are a strong asset.
What we offer:
Employment conditions
· Excellent salary, of up to Euro 6000/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).
