Mission Desk Assistant

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The Mission Desk Assistant shall carry out a variety of administrative and financial tasks as part of a Mission Desk service in the Financial Operations Division at ESTEC, such as:

  • Receiving mission claims and checking supporting vouchers and invoices;
  • Calculating the settlement of the mission based on the rules of the agency;
  • Entering the settlement data into the customer’s database;
  • Filing the vouchers, invoices and other supporting documentation;
  • Receiving and checking invoices from travel agent and car hire and entering the data into the customer’s database;
  • Corporate credit card execution and ticket discrepancies reconciliation;
  • Ticket error list rectification and statistical projection;
  • Payment list proposals checking and execution;
  • Uploading invoices and credit notes in SAP;
  • Rectification of SAP-posting error log;
  • Providing staff with information about the ESA rules on missions, as well as with explanations concerning settled travel claims;
  • Creation of statistics and reports as requested;
  • Other ad hoc tasks as requested by the Service Manager.

The ideal candidate should bring a completed Secondary Education and certification on SAP; at least 3 years of experience within a similar international role and the following:

  • Proficiency in English both oral and written is essential (Dutch or English mother-tongue is not mandatory); knowledge of another member state language is an asset;
  • High level of flexibility;
  • Highly proficient in SAP, MS office, Lotus Notes and other computer software;
  • Ability to acquire proficiency with new software used by the agency;
  • Good organisation skills, good communication skills;
  • Ability to cope with pressure and work in a team;
  • Ability to establish and maintain effective working relationships within the team and with the outside world.

Tagged as: ms office, SAP, lotus notes

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