Head of the Director General and Council Support and Relations with Member States Division

Job Posting Organization:
The European Space Agency (ESA) is an intergovernmental organization dedicated to the exploration of space. Established in 1975, ESA has grown to include 22 member states and employs over 2,200 staff members. The agency's mission is to shape the development of Europe's space capability and ensure that investment in space continues to deliver benefits to the citizens of Europe and the world. ESA operates in various countries across Europe and collaborates with numerous international partners to advance space science and technology.

Job Overview:
The Head of the Director General and Council Support and Relations with Member States Division is a pivotal role within the Director General's Cabinet at ESA. This position entails providing comprehensive support to the Director General in managing relationships with various directorates and member states. The successful candidate will be responsible for the secretariat of the Executive Board, facilitating bilateral exchanges, and ensuring effective communication and coordination among different directorates. This role also involves overseeing the operational activities of the Director General, including correspondence, speeches, and presentations, as well as managing the Agency's protocol services and maintaining diplomatic networks. The position requires a strategic approach to managing the ESA Council and its subordinate bodies, ensuring smooth operations and effective decision-making processes. The Head will also be tasked with archiving and preserving ESA's historical records and contributing to the agency's digital agenda.

Duties and Responsibilities:
The duties and responsibilities of the Head of the Director General and Council Support and Relations with Member States Division include:

• Supporting the Director General’s management role towards directorates, including providing secretariat services for the Executive Board and facilitating bilateral exchanges.
• Assisting the Head of Cabinet in the administrative coordination of DG Services.
• Supporting the Director General’s operational activities, including correspondence, speeches, presentations, and contributions to publications.
• Monitoring Agency subsidies to third organizations and memberships, as well as organizing seminars at the DG level.
• Delivering the Agency’s protocol service by coordinating an ESA-wide protocol network and maintaining a diplomatic network with Member States.
• Managing and organizing VIP participation in launch events and providing advice on protocol matters.
• Ensuring the proper functioning of the ESA Council and coordinating its subordinate bodies, including managing the Council secretariat and supporting the Council Chair.
• Organizing meetings of the ESA Council, including agenda preparation and ensuring smooth operations.
• Establishing the calendar of Council meetings and ensuring effective decision-making processes. 1
• Organizing interpretation services for meetings in multiple languages. 1
• Managing the European Centre for Space Records and the ESA Historical Archives, including digitalization and preservation of records. 1
• Developing and coordinating contributions to the Digital Agenda and managing IT/digitalization projects within the Cabinet. 1
• Acting as deputy head of the Director General’s Cabinet and overseeing quality management and risk coordination.

Required Qualifications:
Candidates must possess a deep understanding of ESA's activities, programs, and policies, as well as the functioning of the Agency and its organizational structure. Knowledge of the ESA Council's functioning, rules, procedures, and decision-making processes is essential. Candidates should have a good grasp of the legal framework related to the Council's operations and be familiar with ESA’s institutional framework and the European and international space sector. Experience in multilateral decision-making, preparing briefing notes, and drafting high-level correspondence is required. Candidates should also have experience interfacing with VVIPs and a good understanding of protocol matters relevant to ESA. Skills in developing agile teams, project management, and process automation/digitalization are considered advantageous.

Educational Background:
A master's degree in a relevant domain is required for this position. This educational background should provide the candidate with the necessary theoretical and practical knowledge to effectively manage the responsibilities associated with this role.

Experience:
Candidates should have proven experience in leading, motivating, and developing teams, with the ability to provide strategic direction and relate team objectives to the overall organizational goals. Experience in managing high-pressure situations and working outside of normal hours during peak times is essential. A track record of representing the Agency’s interests to external interfaces and experience in diverse functional areas relevant to ESA activities is highly desirable. International experience, including work outside the home country, is considered an asset.

Languages:
The working languages of the Agency are English and French. A good knowledge of one of these languages is mandatory, while knowledge of another Member State language would be an asset. Candidates must demonstrate proficiency in communication, both oral and written, in these languages to effectively perform their duties.

Additional Notes:
This position is a permanent contract and is based in Paris, France. The role may require working under high pressure and availability to work outside of normal hours, especially during key ESA events. Mobility is inherent to management functions, and opportunities for rotation may be offered after approximately five years in this role. ESA is committed to diversity, equity, and inclusiveness, welcoming applications from all qualified candidates regardless of gender, sexual orientation, ethnicity, religious beliefs, age, disability, or other characteristics. The agency values diversity and seeks to accommodate individuals with disabilities. Candidates may be required to undergo selection tests and basic screening before appointment.