Minute-writer

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 operates across multiple countries, focusing on various aspects of space exploration, satellite technology, and international collaboration in space science and research. ESA's mission is to provide Europe with a space capability and to foster cooperation among its member states in the field of space exploration and technology.

Job Overview:
The Minute-writer position is situated within the English Translation, Editing and Support Section of the Language Services and Minute-Writing Division, specifically under the Director General’s Cabinet. The role involves attending meetings of selected Agency governing bodies and drafting official minutes in English. The successful candidate will be responsible for ensuring that the minutes are completed in a timely manner, adhering to established deadlines, and maintaining a high standard of accuracy and detail. This position requires collaboration with various secretariats and translators to ensure that the minutes are comprehensive and reflect the discussions accurately. The Minute-writer will also support the onboarding of new external minute-writers and act as a point of contact for them regarding specific governing bodies. This role is crucial for maintaining the official records of the Agency's proceedings and ensuring effective communication among its members.

Duties and Responsibilities:

• Attend meetings of assigned governing bodies and draft official minutes in English, ensuring compliance with deadlines.
• Utilize recordings and meeting documents to accurately capture discussions and decisions made during meetings.
• Submit draft minutes to relevant governing body secretariats for review and make necessary amendments based on feedback.
• Collaborate closely with secretariats and translators to prepare French and German versions of the draft minutes.
• Finalize minutes for archival after approval from governing bodies.
• Support the onboarding process for new external minute-writers and serve as a contact point for them.
• Maintain a high level of organization and attention to detail in minute-taking and presentation.
• Be prepared to travel as required for minute-writing duties.
• Establish and maintain productive working relationships with colleagues across the Agency.

Required Qualifications:
Candidates must possess a master's degree in a relevant subject. Additionally, they must have English as their native language or demonstrate proficiency equivalent to that of a native speaker. A thorough knowledge of French and German is also required, along with extensive practical experience in these languages. Experience working as a précis/minute-writer within or for international organizations is highly relevant. Candidates should demonstrate strong organizational skills, the ability to concentrate for extended periods, and the capacity to adjust priorities based on shifting demands. Attention to detail, curiosity, and good networking skills are essential for success in this role.

Educational Background:
A master's degree in a relevant field is mandatory for this position. This educational background should provide the candidate with the necessary skills and knowledge to perform the duties of a Minute-writer effectively, particularly in understanding complex discussions and drafting accurate minutes.

Experience:
Candidates should have relevant professional experience, ideally working as a minute-writer or in a similar capacity within international organizations. Familiarity with the internal functioning of such organizations, including their governing bodies, is considered highly relevant. Experience should also demonstrate the ability to work collaboratively in diverse teams and manage multiple priorities effectively.

Languages:
The mandatory language for this position is English, with a requirement for native-level proficiency or equivalent. Additionally, a thorough knowledge of French and German is essential, as the role involves drafting minutes in English and collaborating with translators for French and German versions.

Additional Notes:
This position is a permanent contract within the grade band A2-A

• However, if the selected candidate has less than four years of relevant professional experience following the completion of their master’s degree, the position may be filled at the A1 level. The recruitment process may include selection tests, and successful candidates will undergo basic screening before appointment. The Agency is committed to diversity and inclusiveness, welcoming applications from all qualified candidates, and providing necessary support for individuals with disabilities.