Vacancy Notice: Secretary / Accountant

Who is IAF?

The International Astronautical Federation is a worldwide federation of organisations active in the space field. It is responsible for the premier annual global space conference, the International Astronautical Congress, held each year in a different country. Following its theme “A space-faring world cooperating for the benefit of humanity”, the Federation advances knowledge about space, and the development and application of space assets for the benefit of humanity. It maintains a worldwide network of experts in the development and utilisation of space. It remains the only international federation for the space community that addresses all aspects of space. The International Astronautical Federation is the world’s leading space advocacy organisation with 343 members in 68 countries including all leading agencies, space companies, professional societies, associations of industry and R&D institutes worldwide.

Where are we?

The IAF Secretariat is based in Paris, France, and is responsible for the coordination of the IAF activities. It is the management body of the organisation, supporting the IAF members, the IAF experts and volunteers.

Job Description:

Under the direct supervision by the IAF Executive Director the Secretary / Accountant shall provide secretarial support, accounting and staff administration activities.

Specific duties include:

  • Secretariat Activities:
    • Accepting incoming phone calls, responding to queries and connecting to concerned IAF staff
    • Managing incoming and outgoing postal mail
    • Administering the “Info” e-mail account
    • Welcoming visitors
    • Ensuring the smooth operation of the secretariat office
    • Administering service contracts
    • Interfacing with service providers (cleaning, communication, IT, etc.)
    • Managing the IAF contacts database
    • Ordering office supplies as needed
    • Managing logistics of materials to be sent to and from IAF events locations
    • Making travel arrangements for IAF Secretariat staff
    • Preparing correspondence as requested
    • Registering incoming and outgoing correspondence
    • Administering the IAF archieve
  • Accounting Activities:
    • Preparing and sending out invoices
    • Following up on payments
    • Processing payments as authorized by the Executive Director
    • Registering all financial transactions in the SAGE system
    • Preparing a Grand Livre extract of the accounts on a monthly basis
  • Staff Administration:
    • Registering staff holidays and keeping up-to-date a general leave plan
    • Interfacing with the IAF accounting service provider on payments of salaries and social charges
    • Supporting the planning and consolidation of staff trainings
  • Other duties as requested by the Executive Director

Candidate profile:

  • Experience as bilingual Secretary
  • Experience as Accountant
  • Excellent French language skills (native speaking is a strong asset)
  • Excellent English language skills

Skills Needed:

  • Excellent IT proficiency (MS Office: Word, Excel, PowerPoint, Access, Outlook)
  • Languages: French (preferably native speaking) + English (excellent oral and written skills)
  • Open to work in an international environment
  • Well organised with excellent planning skills
  • Result-oriented
  • Team work competency
  • Excellent communication and inter-personal skills
  • Customer focused attitude
  • Ability to work under stress
  • Highly motivated
  • High sense of initiative and well organized

What do we offer?

  • 1-year CDD (followed by CDI)
  • Challenging job with exposure to the international space community at all levels
  • Attractive salary

Declaration of interest

Deadline Extended!

Submit your Candidature by 20 April 2018