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

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

**Job Requisition ID**:19739

**Date Posted**:22 July 2025

**Closing Date**:19 August 2025 23:59 CET/CEST

**Publication**:Internal & External

**Type of Contract**:Permanent

**Directorate**:Director General's Services

**Workplace**:Paris, FR

**Grade Band**:A5 - A5

**Location**
ESA Headquarters, Paris, France

**Description**
Head of the Director General and Council Support and Relations with Member States Division, Director General’s Cabinet, Director General’s Services.**Duties**
Under the direct authority of the Head of the Director General’s Cabinet, you are responsible for:
- supporting the Director General’s management role towards directorates, including:

- providing the secretariat of the Executive Board and bilateral exchanges with directorates;
- supporting the Head of Cabinet's role towards other DG Services, including:

- supporting the Head of Cabinet in the administrative coordination of DG Services;
- supporting the Director General’s operational activities, including:

- the Director General’s correspondence, speeches, presentations, reporting and contributions to publications;
- monitoring Agency subsidies to third organisations and memberships;
- seminars at DG level.
- delivering the Agency’s protocol service, in particular by:

- coordinating an ESA-wide protocol network and policy, and maintaining a diplomatic network with Member States;
- managing and organising VIP participation in launch events with the support of the communication services;
- providing advice on protocol matters;
- coordinating cooperation with ESA Member States and for this purpose:

- ensuring the proper functioning of the ESA Council and coordination of its subordinate bodies, in particular:

- the Council secretariat, including support to the Council Chair and to the Secretary of Council;
- supporting Council, subordinate bodies and delegations;
- managing the practical organisation, agenda preparation and operation of the meetings of the ESA Council at ordinary and ministerial level, including Space Council or Space Summit meetings, and coordinating with all relevant services to ensure a smooth running of these meetings;
- establishing the calendar of Council and subordinate body meetings;
- an effective decision-making process, by ensuring proper coordination and harmonisation of the working methods of
- Council and its subordinate bodies, together with the respective Chairs and Secretaries;
organising interpretation services (English, French and German, as well as other languages on an ad-hoc basis);
- archiving and preservation of ESA records and historical documents, in particular:

- managing the European Centre for Space Records at ESRIN and the ESA Historical Archives at the Historical Archives of the European Union (HAEU);
- completing and managing the consolidation and digitalisation of the ESA archives, by managing IT tools for the long-term preservation and dissemination of ESA's non-current and historical records, whatever their original format;
developing and coordinating the Cabinet’s contribution to the Digital Agenda and Information and Knowledge Management activities;
- managing the ESA History Project in cooperation with HAEU;
- managing, as business and process owner, IT/digitalisation projects within the Cabinet and the evolution of the Cabinet-owned corporate information systems (e.g. ESA archives, DG, Council and subordinate bodies’ information management systems, Member States’ information repositories, long-term preservation and dissemination tools for ESA’s records, tools for delegate accreditation and official document distribution, such as esa blue-docs and PUMA, etc.);
You are deputy head of the Director General’s Cabinet and are responsible for the quality management and risk coordination of the Cabinet.**Technical competencies**
Knowledge of ESA, its activities, programmes and policies, and the functioning of the Agency and its organisational set-upKnowledge of the functioning of the ESA Council, and ESA rules, procedures and decision-making processesGood knowledge of the legal framework relating to the functioning of CouncilKnowledge of ESA’s institutional framework, and of the European and international space sector (institutional, commercial and/or industrial)Experience in the preparation of multilateral decision-makingExperience in the preparation of briefing notes and syntheses of reports and studiesHigh level of expertise in the drafting of diplomatic/high-level correspondence, speeches, presentations and contributions to publicationsHigh level of expertise in interfacing with VVIPs and their organisations (e.g. Ministers, Heads of State, State Secretaries, royalty etc.)Good knowledge of protocol matters relevant to ESAExperience in developing an agile team, project management, technical expertise and process automation / digitalisation are considered an asset.**Behavioural compe