Monday, March 14, 2016

Administrative and Document Management Assistant. ESO, Garching. Open until 28 April 2016

Purpose of the Job:
Reporting to the Director of Engineering, you will provide administrative support to groups of engineers and physicists. In addition you will help project managers and engineers with the management of documents in our web based document control system.

Main Duties and Responsibilities:

  • Support staff with management of the documents in the document management system including creation, editing, approval and uploading of documents,
  • Quality control of a subset of documents in the ESO document management system,
  • Basic system administration tasks in the document management system,
  • Arrangement of duty trips for staff members,
  • Preparation of purchase and shipping requests,
  • Organisation of meetings,
  • Support new employees with logistic matters.


  • You should have several years of experience in a similar position providing support at Group Management level, preferably in an international working environment. Experience in organising meetings, taking minutes as well as the ability to balance conflicting demands and prioritise workload are needed,
  • Experience with a document management system such as Blue Cielo Project Portal is needed,
  • Experience with document release and archiving principles,
  • A good knowledge and experience of using Microsoft Windows 7 and Microsoft Office (MS Word, Excel, PowerPoint etc) is essential,
  • Experience with Enterprise Resource Planning (ERP) applications is desirable.

Key Competences:

  • Strong organisation skills, high level commitment, and discretion and diplomacy,
  • Provide clear, concise and timely oral and written communications. Ability to communicate effectively with colleagues at all levels and external contacts,
  • The ability to research, analyse, summarise and present information in a clear and logical manner is required,
  • Willingness to acquire new skills, keep up-to-date with the tools used in the daily work, adapt to new procedures and to identify ways to optimise the workflow,
  • Ability to work both on your own initiative and within teams in an international and multicultural environment.


You must have completed secondary school education and obtained an administration diploma.

Language Skills:

The position requires fluent English, both written and oral. Basic knowledge of German and Spanish would be an advantage.

Remuneration and Contract:

We offer an attractive remuneration package including a competitive salary (tax free), comprehensive pension scheme and medical, educational and other social benefits, as well as financial support in relocating family members and the possibility to place child/children in daycare.
The contract is for a fixed term duration of three years, and is subject to successful completion of the probation period. There is a possibility of extension(s) subject to individual performance and organisational requirements, and as defined in the applicable policies and staff rules and regulations. For any further information, please visit

Duty Station:

Garching near Munich, Germany.

Starting date:

As soon as possible

Career Path:



If you are interested in working in areas of frontline technology and in a stimulating international environment, please visit (<>) for further details.
Applicants are invited to apply online at . Applications must be completed in English and should include a motivation letter and CV.
Closing date for applications is 28 March 2016

No nationality is in principle excluded however, recruitment preference will be given to nationals of Austria, Belgium, Brazil, the Czech Republic, Denmark, Finland, France, Germany, Italy, the Netherlands, Poland, Portugal, Spain, Sweden, Switzerland and the United Kingdom.
The post is equally open to suitably qualified female and male applicants.

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