Estate and Service Management Assistant Job Reference:Ref.06.24.33 Employer: International Iberian Nanotechnology Laboratory (INL) Location: Braga, Portugal Group/Unit: Estate and Service Management Unit Number of Vacancies:1 Employment Type: Full time Contract Duration:48months Open Date for Applications:June 19th, 2024 Closing Date for Applications:July10th, 2024, 23h00m (Lisbon Time) Key words: #building #assistant #services #administrative Overview The Estate and Service Management Unit is dedicated to the management of the building and is the unit responsible for the external and social services. We are looking for a qualified Estate and Service Management Assistant to join our team in providing operational support in the execution of the daily tasks of the Estate and Service Management Unit. Job Duties The job duties will be the following: Provide organisational and administrative support in the operation of INL building services (i.e., security, cleaning, garden, treatment of general waste and recycling, disinfection, pest control, and other relevant services);Support the management of accesses, keys, car parking and general facilities;Assist in the monitoring of execution of pre-approved planning and quality control of services, supporting the detection and reporting of nonconformities;Support the organisation of the office space and assist the different departments in its optimisation, solving office-related malfunctions and responding to requests;Maintain a variety of records for the purpose of providing accurate and up-to-date information, and/or historical reference in accordance with established administrative guidelines;Code, file and back-up files and materials according to the established procedures;Help in organising, scheduling, and planning meetings and appointments;Assist in the Process of the Quality System regarding the fulfilment of the KPI's;Monitor the water analysis service.MandatoryQualifications Education Degree inPublic Administration, Management or related areas. Experience 2 to 5 years of experience in similar functions and facilities. Technical Skills Excellent computer skills in various aspects (i.e., windows operation system) and Microsoft tools (i.e., excel, office, outlook, word and powerpoint);Basic knowledge in AutoCAD. Other Skills Fluent in English is mandatory.Personal Skills Attention to detail;"Hands-on" approach together with a high commitment in respecting working deadlines;Time management skills;Problem Solving ability;Customerorientation;Ability to work independently and as team player;Ability to establish and maintain cooperative working relationships with a diverse multi-cultural environment;High level of personal discipline, integrity and discretion;Ability to work diligently under pressure;Excellent communication skills (both written and oral);Proactive approach.Our Benefits Competitive salary;Tax benefits and other Diplomatic privileges;Private health insurance; Family allowances (according to family situation);Free nursery service at INL premises (subject to availability); Support for education fees of dependent children; Relocation support;30 working days of annual leave.How to Apply The application must be in English and include thefollowingmandatory documents: a)Cover letter b)Curriculum Vitae c)Academic and/or Professional diplomas Online application instructions: The application is made online by clicking the "Apply" button;The candidate must complete all required sections of the online application form;The candidate must submit the mandatory documents mentioned above inpdf format by including them in the "Additional files" section using the "Add portfolio" button.Important note: Incomplete applications including the failure to provide mandatory documents or providing inaccurate information will result in the application not being considered. How the Selection Process works A. Applications eligibility check This stage will be carried out on the basis of the mandatory requirements, education, experience and technical skills defined for the job, as well as the validation of the mandatory documents. Only candidates who meet the eligibility criteria will move forward to the next stage. B. CV Assessment The Selection Committee will evaluate the eligible applications based on their CV and other submitted documents and the suitability for the position. The best ranked candidates will be shortlisted for the interview stage(s). C. Interview(s) The interview(s) may be done in different formats:video recording, online or onsite. The question based interview will evaluate the match between the candidate's profile and the requirements for the position, including the technical and personal skills. To better support this stage, the candidate may be requested to prepare a short presentation. D. Nomination The selected candidate will be nominated and formally offered the position, including the disclosure of the contractual conditions. Additional Information Application feedback We highly value your interest in becoming part of the INL experience and it is important for us to maintain good communications with all candidates. No matter the outcome of your application, we will always provide you with feedback. Equal Opportunity and Non-Discrimination Principle INL follows a non-discrimination and equal access principle, wherefore no candidate can be privileged, benefited, impaired or deprived of any rights whatsoever, or be exempt of and duties based on any possible discriminatory issues. The advertisement deadline may be extended at any time without previous notice in order to improve the suitability and effectiveness of the recruitment process. About INL The International Iberian Nanotechnology Laboratory – INL (http://www.inl.int), is the first and only Intergovernmental Organisation in the world entirely focused on Nanoscience and Nanotechnology. It was founded under an international legal framework to perform interdisciplinary research, deploy and communicate nanotechnology for the benefit of society. INL aims to be a recognised leading global nanotechnology innovation hub.
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