About this job

We are recruiting an Assistant Administrator for Sapienza to work on our Customers Site (ESTEC-ESA).

Responsibilities

• Support to the planning, preparation, execution and follow-up of projects / programmes activities in terms of schedule, related procurement actions, costs, manpower support, etc. including:
• Assisting in preparing, developing and maintaining programme level plans.
• Assisting in the definition and in maintaining related work/procurement plans and related execution and contract actions plans using local tools as applicable.
• Monitoring of the implementation of activities, as appropriate, and preparation of related reports and provision of management information as required.
• Evaluating the results and main achievements of the activities, elaborating related KPIs, and preparing periodic overview publications.
• In the field of resources (i.e. financial and manpower) for programme/project(s):
  • Assisting in the preparation of long-term, medium term and in-year resource plans.
  • Monitoring and controlling the implementation of the plans in line with resource targets, performing forecasting, identifying deviations and related recovery actions, producing related reports.
  • Reviewing / checking of ESA internal expenditures such as re-charges, support services and purchases for consistency of industrial contracts.
  • Checking commitments for consistency with budgets and ESA’s procedures and consumption of commitment ceiling and initiating related budgetary transfers as required.
• In the field of procurements and execution of contracts:
  • Support to the preparation and follow-up of the Agency’s tender actions.
  • Support to the proposal evaluations as expert for the price and schedule verification and analysis.
  • Support to the preparation of the financial contract commitment and the data entry of the milestone payment plans in the Agency’s system(s).
  • Contributing to the elaboration, consolidation of related procurement workplans and detailed implementation plans (e.g. Contract Action Plan baseline) and related commitment consumption, cost and disbursement profiles.
  • Ensuring that above plans are properly inserted in the appropriate management tools.
  • Following-up of the progress of the procurement actions and contracts, and keeping track of status and maintaining the current actual and forecasting in the appropriate ESA tools.
  • Creating related objects in ESA-p, maintaining corresponding information in local applications as required and ensuring the correctness and coherence of related information.
  • Monitoring and controlling of timely implementation of actions related to procurement and contractual matters, including monitoring of financial commitments, payment milestones and invoicing.
  • Supporting industrial invoicing process and payment verification and
• Maintaining up to date the related data, performing data analysis, identifying deviations w.r.t. plans/targets and production of associated reports to the responsible management and to the concerned customers when relevant.
• Operation of the associated management information tools and system databases.

Profile

• University degree (Bachelor) from a recognised Institution of secondary studies or equivalent qualification in Business Administration with relevant experience.
• At least 4 years of relevant work experience
• Appropriate skills and specific experience in the following fields:
  • Proficient in the English language, both written and spoken, knowledge of another official ESA language is an asset.
  • Experience in controlling and/or management of activities and resources in aerospace industry.
  • Knowledge of Finance/Accounting is required.
• Highly proficient in the use of modern activities and resource management support tools/databases of standard office automation support software packages including in particular advance usage of Excel (Ms-Office and in particular advanced use of Excel).
• Experience as user of SAP and in particular ECC and SRM modules and familiarity with relevant ESA corporate applications e.g. ESA-p) is an asset.
• Ability to rapidly understand and adapt to ESA specific context and environment including ESA corporate IT applications. Past experience with ESA in relevant activities is an asset.