Local Affairs Administration Support

We are looking for a ​Local Affairs Administration Support professional​ on behalf of the European Space Agency (ESA) for their location in ​Noordwijk, The Netherlands​. Please be aware that this is a temporary, part-time position for 32 hours per week. More information on the duration can be discussed at interview stage.

Please note, the successful candidate will be employed by ATG Europe (or one of its subsidiaries). Furthermore, upon selection, they will be subject to a general security screening performed by an external provider (further information will be provided at interview stage). 

The successful candidate will be tasked with, but not limited to: 

• Collect relevant information from ESTEC Staff for their registration with the MFA at take-up duty; 

• Process the registration of new ESTEC Staff and their family members in the E-portal of the MFA’s database PROBAS; 

• Generatie the statements and BSN numbers from the E-portal for ESTEC Staff and their family members new to the Netherlands; 

• Administrate the diplomatic ID Cards issued by the MFA in the relevant systems such as HR Space; 

• Pro-actively prompt for the renewal of expiring diplomatic ID cards; 

• Deregister staff members when leaving ESA or upon reassignment to another ESA site; 

• Keep ESA’s (approximately 3000) entries in the E-Portal up-to-date when personal circumstances of an individual change; 

• Input and maintenance of several records in internal systems such as Personnel Files, SAP HRMS, Excel, Outlook and Access databases, electronic archives, shared drives etc.; 

• Provide information and advice to staff on registration with the Dutch Municipality; 

• Provide information and advice to staff on the privileges and immunities and other rights and obligations under the Host Agreement; 

• Provide information and advice to staff on tax privileges and related administrative processes with Dutch authorities; 

• Provide information and advice to staff on the Dutch social security scheme and its interaction with the ESA-scheme; 

• Assist staff with their administrative interactions with the Dutch authorities whenever their special status of ESA-staff generates queries or disputes; 

• Assist with creating and updating documentation on the ESTEC Intranet regarding privileges and immunities applicable in the Netherlands; 

• Assist with creating and updating documentation on the Onboarding Module (tool operated by Recruitment); 

• Act as point of contact for questions about registration, taxation, social security, privileges and immunities for ESTEC Staff; 

• Act as point of contact for questions about registration, taxation, social security, privileges and immunities for other ESTEC HR Services; 

• Upon request of the ESTEC Head of Local Affairs Service, provide support to the following activities performed in HIF-ETG relating to onboarding of staff and their privileges: 

  • Car registrations with the Dutch authorities and related administrative processes; 

  • Import of household goods for new staff prior to take-up duty and related administrative processes. 

ATG is dedicated to diversity and inclusion and is an equal opportunity employer. Regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, handicap or any other reason protected by relevant state or municipal legislation, we are pleased to consider all eligible candidates for employment. 

Please ensure that your CV clearly explains how you meet the essential requirements. If it doesn’t align completely with the essential criteria, it could result in rejection. 

• Degree at Bachelor level or equivalent working experience; 

• At least 4 years of relevant experience; 

• Qualification of Global Mobility Officer or specific expertise in registration of international staff with various Dutch authorities; 

• Proven proficiency in the use of IT tools such as sap, Excel, Word, PowerPoint, HRMS and other office automation applications; 

• Good writing, planning and organizational skills; 

• Discretion at all levels is required; 

• Candidates must be eligible to work in the EU; 

• Fluency in English as well in Dutch (both at least level C1 CEFR) are required; 

• Knowledge of French is considered an asset. 

Please submit your application in English via the apply button below. Applications submitted in other languages will not be considered.