Minute-writer

Job Requisition ID: 19393

Date Posted: 27 March 2025

Application Deadline: 17 April 2025 23:59 CET/CEST

Publication: Internal & External

Type of Contract: Permanent

Directorate: Director General's Services

Workplace: Paris, FR

Grade Band: A2 - A4

Location
ESA Headquarters, Paris, France

Description
Minute-writer in the English Translation, Editing and Support Section, Language Services and Minute-Writing Division, Director General’s Cabinet

Duties
Reporting to the Head of the English Translation, Editing and Support Section, you will:

• be assigned as minute-writer to selected Agency governing bodies;
• attend meetings of your assigned governing bodies and draft, in English, in a timely and efficient manner compliant with the established deadlines, the official minutes of proceedings with the aid of recordings and meeting documents;
• submit draft minutes to the relevant governing body secretariats for review, making amendments, as required;
• work closely with the relevant governing body secretariats, as required for the performance of your duties;
• work closely with the translators preparing French and German versions of your draft minutes;
• after approval of the minutes by the governing bodies, draw up final minutes for archival;
• support the onboarding process for new external minute-writers and serve as contact point for them in respect of certain governing bodies.

Technical competencies
Ability to follow complex ESA official meetings conducted in English, French and German, albeit with interpreting provided

Ability to record in clear and concise English, and in appropriate detail, the decisions taken and salient points discussed

Proficiency in the use of the Agency's information systems, tools and applications

Knowledge of the relevant Agency rules, processes and procedures

Behavioural competencies
Result Orientation
Operational Efficiency
Fostering Cooperation
Relationship Management
Continuous Improvement
Forward Thinking

For more information, please refer to the ESA Core Behavioural Competencies guidebook

Education
A master's degree in a relevant subject is required for this post.

Additional requirements
You must have English as your native language – or demonstrate proficiency equivalent to that of a native speaker – as well as a thorough knowledge and extensive practical experience of French and German.
Experience working as a précis/minute-writer within or for other international organisations or familiarity with this type of work and with the internal functioning of a similar organisation, including its governing bodies, will be considered highly relevant. A keen team spirit and the ability to work in harmony with persons of different nationalities are essential.

You must, in addition:

• be organised, able to concentrate for long periods and plan your time effectively, adjusting priorities in response to shifting work demands and deadlines;
• be detail-oriented and precise, not least with respect to consistency of presentation, application of in-house style and ESA-specific minuting conventions;
• be curious, as you will be required to become acquainted with a broad range of topics;
• be willing to travel, as required, as part of your minute-writing duties;
• possess good networking skills, as you will be required to establish and maintain strong and productive working relationships with a wide range of colleagues across the Agency.

Diversity, Equity and Inclusiveness
ESA is an equal opportunity employer, committed to achieving diversity within the workforce and creating an inclusive working environment. We therefore welcome applications from all qualified candidates irrespective of gender, sexual orientation, ethnicity, beliefs, age, disability or other characteristics. Applications from women are encouraged.

At the Agency we value diversity, and we welcome people with disabilities. Whenever possible, we seek to accommodate individuals with disabilities by providing the necessary support at the workplace. The Human Resources Department can also provide assistance during the recruitment process. If you would like to discuss this further, please contact us via email at contact.human.resources@esa.int.

Important Information and Disclaimer
In principle, recruitment will be within the advertised grade band (A2-A4). However, if the selected candidate has less than four years of relevant professional experience following the completion of the master’s degree, the position may be filled at A1 level.

During the recruitment process, the Agency may request applicants to undergo selection tests. Additionally, successful candidates will need to undergo basic screening before appointment, which will be conducted by an external background screening service, in compliance with the European Space Agency's security procedures.

Note that ESA is in the process of transitioning to a Matrix setup, which could lead to organisational changes affecting this position.

The information published on ESA’s careers website regarding working conditions is correct at the time of publication. It is not intended to be exhaustive and may not address all questions you would have.

Nationality and Languages
Please note that applications are only considered from nationals of one of the following States: Austria, Belgium, Czechia, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania, Slovenia, Spain, Sweden, Switzerland, the United Kingdom and Canada, Latvia, Lithuania and Slovakia.

According to the ESA Convention, the recruitment of staff must take into account an adequate distribution of posts among nationals of the ESA Member States*. When short-listing for an interview, priority will first be given to internal candidates and secondly to external candidates from under-represented Member States*.

The working languages of the Agency are English and French.

*Member States, Associate Members or Cooperating States.

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