HR Business Partner CDD F / H

Admin - DG Support and Member States Relations [25024]

• Full-time
• Department: Project Management

HE Space is a successful international space company. For 40 years, we have been supporting our customers with qualified experts in the field of engineering, science, and administration. HE Space has joined forces with CS Group to lead the engineering and digital space market in Europe and to provide highly skilled consulting.

As part of the DG Support and Relations with Member States Section in the Cabinet Support Services Division, you will have the following responsibilities:

• Organising agendas and meetings and participation when required.
• Take the minutes of meetings when requested.
• Follow-up on meeting actions.
• Solve unforeseen events and situations that arise (for example, appointments or meetings to be moved, interfacing with customers, and managing meeting conflicts).
• Handle inbox, correspondence, and phone lines.
• Monitor and, when appropriate, reply to emails in the inbox of the heads, as instructed.
• Register incoming letters and, when appropriate, reply on behalf of the heads, as instructed.
• Prioritize emails and respond when necessary.
• Act as first line support for phone calls and filter requests to the heads, in close coordination with the relevant head.
• Act as the point of contact for general communications with the manager.
• Handle department missions and/or missions for external travellers.
• Review department mission orders and mission claims, and interface with the travel office for associated bookings.
• Prepare mission requests, process mission claims, and interface with the travel office for associated bookings for external travellers.
• Prepare visa applications and provide travellers with information material, such as specific rules for non-EU member countries.
• Handle leave and organise the leave calendar for the department.
• Handle conference planning and collect inputs for the yearly conference plan, following up on the approval from the Director.
• Order missing supplies in ESA provided tool and maintain office stationery.
• Handle site access, office distribution, and room booking.
• Process site access procedure for the take-up of duty and departure of staff or contractor personnel needing on-site access.
• Prepare and oversee the procedure related to office distribution, especially at the arrival of staff or onsite contractor personnel.
• Manage room booking for high priority requests, e.g., committee meetings or department/division all-hands meetings.
• Administer and handle ESA’s subsidies and memberships and corresponding reporting.
• Maintain/update relevant lists of relevant Ministers and corresponding Cabinets.

You will have the following qualifications and relevant experience:

• Bachelor’s in political science or a relevant field;
• 2 years of relevant experience in an international environment;
• Proactive attitude and excellent communication skills;
• Fluency in English is mandatory; knowledge of French is a strong advantage.

This job is located in Paris, France.

If you think you have what it takes for this job, please send your CV (in English) to Kristina Lysyk, by clicking on the button "I’m interested" quoting job FR-HQ-25024.

An exciting and dynamic international working environment awaits you!

As an inclusive and committed employer, our company works every day to combat all forms of discrimination and promote a respectful working environment. That's why, committed to gender diversity and overall inclusivity, we encourage all applications and profiles.