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Advert. no. 2021_0013
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Working at ESO

Are you interested in working in areas of frontline technology and in a stimulating international environment? Do you feel your profile matches our requirements? Learn more about our current vacancies and apply online. Read more..

The European Organisation for Astronomical Research in the Southern Hemisphere (ESO) is the foremost intergovernmental astronomy organisation in Europe and the world's most productive ground-based astronomical observatory. ESO carries out an ambitious programme focused on the design, construction and operation of powerful ground-based observing facilities enabling astronomers to make important scientific discoveries. ESO operates three unique world-class observing sites in northern Chile: La Silla, Paranal and Chajnantor (home to ALMA and APEX), and the ESO Headquarters are located in Garching, near Munich, Germany. At Paranal, ESO operates the Very Large Telescope, the world's most advanced visible-light astronomical observatory. ESO is a major partner in ALMA, the largest astronomical project in existence. And on Cerro Armazones, ESO is building the 39-metre Extremely Large Telescope (ELT), which will become "the world's biggest eye on the sky" and whose operations will be fully integrated into the Paranal Observatory.

 

ESO is further stakeholder of the Cherenkov Telescope Array Observatory (CTAO) and will host CTA's Southern Array on its Paranal site.

 

The Cherenkov Telescope Array (CTA) is a multinational project to build two sites of telescope arrays in the northern and southern hemisphere to observe extremely high energy photons from the Universe with greatly improved sensitivity. A total of 99 optical telescopes are planned to be installed at the CTA-South site at Paranal observatory in Chile, while 19 telescopes are planned for the CTA-North site on La Palma (Canary Islands, Spain). A Science Data Management Centre (SDMC) will be built in Berlin-Zeuthen (Germany).

 

About 200 research institutions from 32 countries conceived CTA and many institutions are involved in designing and prototyping. A dedicated organization, the Cherenkov Telescope Array Observatory (CTAO) with its Headquarter and Project Office in Bologna (Italy) is responsible for the construction and operation of CTA.

 

For the Southern site of the Cherenkov Telescope Array (CTA), at the La Silla Paranal Observatory in Chile, ESO is advertising a Local Staff member the position of:

Bilingual Secretary/Administrative Assistant

Paranal

Vacancy closed on 17/06/2021

Deadline 17/06/2021

The successful candidate will report to the CTA South Site Manager. S/he will provide initially secretarial and administrative support to the CTA South Construction project and later on for the operation of the observatory. S/he will also undertake other secretarial duties and coordination activities assisting scientific, engineering, and visiting staff. Functions will include coordination and liaison with logistics and other units of the La Silla Paranal Observatory as well as other ESO's components and external counterparts.

The scope of work for this position is as follows:

  • Secretarial Assistance
  • General Administrative Support
  • Administration of the Construction Documentation

Main Duties and Responsibilities:

Secretarial Assistance:

  • Processing and monitoring the status of incoming and outgoing correspondence,
  • Collecting information and facilitating the distribution of internal documents,
  • Arranging appointments and meetings,
  • Receiving visitors and delegations, and organizing visitors programs,
  • Placing and screening telephone calls and responding to routine requests for information.

Administrative Support and Responsibilities:

  • Support the Site Manager in setting up the initial logistics and administration of the CTA South site
  • Preparing and following up purchase requests, travel arrangements, and shipments.
  • Participate in meeting and write down, distribute and keep control of the minutes.
  • Write down, distribute and keep control of the official communications with contractors. Create and keep the Master Log Construction Documentation
  • Record the ESO staff presence on the CTA site in order to know the available resources on site.
  • Liaise closely with the logistics group of Paranal for all matters related to board & lodging at and commuting to the observatory

Administration of Construction Documentation:

  • Translating correspondence and other documents from English to Spanish and vice versa, when required.
  • Drafting situation reports on routine matters, taking notes and write up minutes and documents as requested.
  • Organizing and maintaining other internal documents and reports library.
  • Maintaining a comprehensive and effective filing system including management of an electronic archive.
  • Create & organize the construction contract folders.

Key Competences and qualifications

  • Technical administrative studies or equivalent university education
  • At least three years of prior professional experience in a similar position with proved experience in a construction project, ideally of international nature,
  • Demonstrated capacity to perform the described duties and responsibilities,
  • Possession of a valid Chilean driver's license for cars,
  • Experience in managing and maintaining multiple-issue secretarial and administrative tasks,
  • Self-starter with strong organizational, time management and office skills,
  • Ability to work under pressure in a remote area in an office with varied demands and competing priorities,
  • Client oriented with excellent communication and interpersonal skills including drafting ability,
  • Proficiency in English and in Spanish (both oral and written). Ability to work as a team player as well as independently,
  • Previous similar experience in a multicultural environment will be an advantage,
  • Knowledge and practice of Enterprise Resource Planning System (ERP) such a Navision will be an asset,
  • Good computer literacy (e-mail, word processing, spreadsheets, presentations)

Language Skills:

ESO is an international organization where the official language is English. It is required that the candidate has a good common of written and spoken English, as well as Spanish.

Duty station and working schedule

Paranal Observatory. The working schedule will be 5x2 working from Monday until Friday, with accommodation provided on site. After completion of the construction phase, the shift could be changed to 8x6, with 8 days on duty followed by 6 days rest period. The schedule will be adjusted to operational needs.

Remuneration and Contract

We offer an attractive remuneration package including a competitive salary and educational benefits, as well as financial help in relocating your family (if needed). The initial contract is for a period of two years with the possibility of indefinite extension, subject to evaluation.

Career Path:

III

Application

If you are interested in working in areas of frontline science and technology and in a stimulating international environment, please visit http://www.eso.org for further details. Non-Chilean applicants to this role must reside in Chile and have a pertinent working permit, according to Chilean regulations, at the time of their application.

ESO is committed to equal opportunities. The post is equally open to suitably qualified candidates irrespective of gender, age, disability, sexual orientation, race or religion.

Applicants are invited to apply online at http://recruitment.eso.org/. Applications should include a motivation letter and CV in English. Interviews will be held in English.

Closing date for applications is 17 June 2021.

Contact us

Email vacchile@eso.org

ESO