Human Resources and Administration Officer

**Please refer to the job vacancy listing for the complete eligibility requirements**

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 offboarding 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.

Eligibility requirements

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 B21 ), 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;

In addition, candidates must:

• 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.

Qualifications and experience

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.

Essential
:

• 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;

• 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

Desirable
:

• 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.

Application procedure

Candidates are required to check carefully whether they meet all the eligibility criteria, particularly concerning the required types of diplomas and professional experience, before submitting an application.

All applications must be submitted in English.

For applications to be valid, candidates shall use the SatCen e-recruitment platform by following the link of the reference of the vacancy. No applications can be accepted by any other means of submission.

Part-time work will be taken into account in proportion to the percentage of full-time hours worked; therefore, candidates are requested to indicate the percentage of part-time employment. PhDs may be counted as professional experience if the candidates received a study grant or salary during the time of PhD studies. The maximum duration counted for PhD is three years provided that the PhD has been successfully concluded by the closing date for applications of the selection procedure. The top candidates (number of the shortlisted candidates scoring above the threshold to be set by the Selection Board) will be invited for an interview and written test. Therefore, candidates are recommended to give evidence of their knowledge by specific examples and/or detailed professional experience in the application form in order to be evaluated in the best possible way. For that purpose candidates are requested to be as detailed and as clear as possible in the description of their professional experience and specific skills and competences.

Supporting documents (e.g. certified copies of degrees/diplomas, references, proof of experience, etc.) should not be sent at this stage, but must be submitted at a later stage of the procedure upon request of the SatCen.

Due to the high number of applications received in each selection procedure, only shortlisted candidates will be contacted

Closing date for applications

The closing date for application is
07/01/2026, 17:00, (CET)
(please check for eventual time zone differences).

** For more information on application and selection procedures and details on the contract and renumeration, please check the vacancy note on our website:
**

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Company Description

The European Union Satellite Centre supports the decision making and actions of the European Union in the field of Common Foreign and Security Policy (CFSP), in particular Common Security and Defence Policy (CSDP), including European Union crisis management missions and operations, by providing products and services resulting from the exploitation of relevant space assets and collateral data, including satellite imagery and aerial imagery, and related services.