Human Resources and Administration Officer

• Reference: SatCen/2025/043
• Unit: Administration Division
• Contract: Permanent

The SatCen is seeking suitable candidates to fill the position of HR and Administration Officer and establish a reserve list.

Job description:

The HR and Administration Officer contributes, under the supervision of the HR and Administration Coordinator, to the day-to-day operations of a small, but dynamic HR team, consistently with the goals and priorities as defined by the HoAdmin. He/She is responsible to the HR and Administration Coordinator, and assists him/her – and under the guidance of a Senior HR and Administration Officer and in cooperation with the other HR team members – in all aspects of Human Resources management and related administrative tasks, including in particular:

• Assist with the day-to-day operations of the Human Resources functions and duties, covering all relevant administrative functions and duties along the Employee Life Cycle (ELC), in particular:

• Talent attraction: promotion of SatCen external vacancies via multiple channels (job portals and websites, contact databases of external stakeholders/partners, job fairs and conferences etc.)
• Recruitment processes/interviews and onboarding
• Management of individual rights and contracts
• Retention (attractiveness of the workplace, conflict prevention, career development, staff engagement)
• Off-boarding processes

• Assist with the day-to-day operations of related Administration functions and duties, covering, in particular, the following administrative and clerical tasks:

• Ensure that the HR general and personnel files are up-to-date and well managed (via folder management as well as the human resource/enterprise planning software, currently Microsoft Dynamics AX)
• Manage and update HR document templates, follow-up on the execution of the retention policy of HR documents, liaise with the DPO for the creation and update of records and privacy statements
• Liaise with the Spanish authorities in terms of staff privileges and immunities:
• Prepare certificates and other administrative documents upon request
• Provide assistance to leave management
• Provide assistance to contract management and probation periods
• Provide assistance with the administrative matters related to the on-boarding and off-boarding of staff
• Prepare and manage missions of the Administration Division

• Provide an excellent and swift service to all SatCen Divisions and staff on all HR/Administration matters
• Liaise with the Communications team on internal communication activities (e.g. information to staff, intranet etc.), as well as on activities for the external promotion of SatCen vacancies and SatCen as an attractive employer (employer branding)
• Contribute to the external presentation of SatCen on HR/Admin matters at outside meetings, job fairs, conferences and other fora
• Design and prepare presentations and generate statistics on HR and Administration matters
• Undertake any additional duty, appropriate to the grade and key responsibilities, as assigned by the HR and Admin Coordinator or the Head of Administration.

Qualifications

Applications will be assessed based on the information provided by the candidates in the Application Form, and their performance against the following criteria:

Only applications meeting all essential selection criteria will be assessed.

Qualifications and experience:

• A level of post-secondary education attested by a diploma or equivalent qualification, preferably related to Human Resources
• Relevant professional experience of at least five years in Human Resources, Administration or other related field, preferably in a European Institution, Agency or body
• According to the Common European Framework of References for Languages: https://www.coe.int/en/web/portfolio/self-assessment-grid
• Profound knowledge of and experience with file and database management, incl. a human resource/enterprise planning software
• Experience with document management and managing templates
• Experience in managing HR-related administrative tasks from beginning to end
• Experience in matters regarding the different areas of the Employee Life Cycle
• Experience in statistical analysis and presentation of HR data
• Experience in drafting HR-related documents: certificates, memos, and letters.

• Knowledge of the institutional framework and functioning of the EU in particular with regard to Staff Regulations and Policies, as well as the regulatory framework of the EU SatCen, as a separate entity, attached to the Coordinated Organizations, following its own Staff Regulations and Policies
• Experience in international and multicultural environments.

Skills and Competences

Essential:

• Excellent command of English, both written and oral
• Advanced user of MS Office suit and other HR-related software
• Ability to work in fast-paced environment and under pressure
• Ability to take initiative, be proactive and work independently
• Strong organisational, analytical and problem-solving skills
• Excellent team worker and inter-personal skills, as well as client- and service-orientation
• Tact and confidentiality
• Great attention to details.

Desirable:

• Working knowledge of Spanish
• Good communication and presentation skills.
• All essential and desirable criteria are evaluated so as to identify the most suitable candidates.

Eligibility

To be considered eligible, candidates must satisfy all of the following eligibility criteria by the closing date for submitting applications:

• Have a level of post-secondary education attested by a Diploma or equivalent qualification
• Have five years of relevant professional experience
• Be a national of one of the Member States of the Union and enjoy their full rights as citizen
• Have fulfilled any obligations imposed by the laws concerning military service
• Produce evidence of a thorough knowledge of English (at least level B2), the working language of SatCen, and of a satisfactory knowledge of another official language of the EU to the extent necessary for the performance of their duties
• Hold a security clearance at least at the level of EU SECRET, or equivalent. In case the successful candidate is not in possession of such a clearance at the time of submitting an application, the SatCen will request it, and no appointment will be fully confirmed until the security clearance has been received by the competent national authority. In addition and during the selection procedure, candidates will need to declare any particular circumstances which could be in conflict with the performance of their duties at SatCen.
• Be physically fit to perform their duties. Prior to the appointment the successful candidate will be medically examined to fulfil the requirement of Article 6 of the SatCen Staff Regulations

As the SatCen is situated in an air force base outside of Madrid, with limited access by public transport to the entrance of the base and no public transport on the base itself, a driving licence is highly desirable. It is the duty of any staff member to get to the office by its own means.

Conditions

Successful candidate(s) may be offered a contract as a permanent staff member in accordance with the SatCen Staff Regulations, for an initial period of 4 (four) years, renewable. Successful candidate(s) who will be offered a contract of employment will, on their entry into service, be placed in step 1 of grade B4. The grading system and the corresponding basic monthly salaries are published on the SatCen’s website.

In addition to the basic monthly salary, the following benefits might apply:

• Additional specific allowances (e.g. expatriation (up to 18% of the salary), household, dependent child, education, installation), depending on the individual’s family situation and the place of origin
• Flexible work arrangements (such as part-time work, flexible working hours, teleworking, home leave) under certain conditions
• Training and development opportunities
• Annual leave entitlement of 30 days
• Maternity/paternity leave and parental leave under certain conditions
• Private Medical Insurance Scheme enabling access to worldwide medical care
• Defined-benefit pension scheme, with right to a retirement pension accrued after 10 years of service.

The salary is subject to a Community tax deducted at source and exempt of national taxation.