Administrative Assistant/Legal Documentalist, B2/B3. EUMETSAT, Darmstadt. Open until 26 September 2011

EUM/VN(11)14
Darmstadt, 15 August 2011
Original: English
VACANCY NOTICE
Administrative Assistant/Legal Documentalist
EUMETSAT is Europe’s meteorological satellite agency. Its role is to establish and operate meteorological satellites to monitor the weather and climate from space - 24 hours a day, 365 days a year. This information is supplied to the National Meteorological Services of the organisation's Member and Cooperating States in Europe, as well as other users worldwide.
As an intergovernmental European Organisation, EUMETSAT has 26 Member States (Austria, Belgium, Croatia, Czech Republic, Denmark, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Luxembourg, The Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom.)
EUMETSAT is now inviting well qualified candidates from its Member States to apply for the following post in the Legal Affairs Division.
POST: Administrative Assistant/Legal Documentalist
LOCATION: Darmstadt, Germany

DURATION OF INITIAL CONTRACT: The initial contract will be for 4 years, with subsequent 5 year contracts being awarded thereafter, subject to individual performance and programme requirements. There is no limit to the amount of follow-up contracts a staff member can receive up to the EUMETSAT retirement age of 63 and there are certainly opportunities to establish a long career perspective at EUMETSAT.

DUTIES: The mission of the Legal Affairs Division (LAD) is to provide a comprehensive, timely and reliable legal service to the Organisation, and to monitor, develop and implement EUMETSAT’s Data Policy.
The Administrative Assistant / Legal Documentalist will be responsible for the management and publication of all EUMETSAT legal documents and for the establishment of licences with users of EUMETSAT data. He/she will provide administrative support to the Legal Affairs Division as required.

The main duties of the post will be as follows:

Legal Documentation
To publish regular amendments of EUMETSAT Basic Documents (including electronic publication); To assist in amending and publishing the HTML-based EUMETSAT Directory of Instructions; To manage the EUMETSAT Director-General’s Decisions; To maintain the intranet pages of the Legal Affairs Division; To maintain an effective monitoring system to ensure that the precise status of all EUMETSAT legal documents is known at any given point in time.

Licensing
To establish licences with users of EUMETSAT data in accordance with the EUMETSAT Data Policy and to ensure timely renewal of all licences; To act as point of contact with Licensing Agents of EUMETSAT Member States; To act as point of contact with the EUMETSAT User Service Division for all licensing matters; To manage the invoicing and revenue related to the licensing activity within SAP; To draft regular licensing activity reports to Licensing Agents and EUMETSAT Delegate Bodies.

Administrative Support
To provide administrative support to the Legal Affairs Division, to deputise for the Legal Assistant and to act as backup Divisional Secretary as necessary; To maintain Divisional Working Practices related to the management of legal documents and to the licensing process; To draft documents and correspondence as necessary.

QUALIFICATIONS:
Full secondary education, preferably with some additional specialist training on documentation management; Proven administrative experience in a multi-lingual environment; Good experience in the use of MS Office applications, SAP and electronic document management systems; Additional experience in a document management or librarian field would be an advantage; Good interpersonal skills, attention to detail and a strong sense for team working are essential;

The official languages of EUMETSAT are English and French. Candidates should be fluent in English, and have a knowledge of French. Interviews will be conducted in English.
CLOSING DATE: 26 September 2011
Interviews are tentatively scheduled for week 45/2011.
Applications in English or French should be sent via our online form (attaching curriculum vitae and covering letter quoting Reference VN(11)14) at www.eumetsat.int
This post is graded B2/B3 on the EUMETSAT salary scales. The minimum basic salary for this post is EURO 2,906 per month, net of internal tax which may be negotiable on the basis of skills and experience. The salary scale provides for increments on the anniversary of taking up employment, and scales are reviewed by the EUMETSAT Council with effect from 1 January each year. In addition to basic salary, EUMETSAT offers attractive benefits. Further information, including salary details, is available on the EUMETSAT web site.
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. EUMETSAT does not operate a nationality quota system but, in recruiting Staff members, the geographical distribution will be taken into account.