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Documentalist (ESA/ESTEC)

Administration / Secretarial
Noordwijk aan Zee
English and Swedish, German and English, Polish and English, English and Dutch, English

We are looking for a Documentalist who will join the Octagon Professionals projects team at the European Space Agency in Noordwijk (ESTEC). If you are passionate about the Space industry and would like to join an international environment, read more and apply today!

Please, be aware that the successful candidate will be employed by Octagon Professionals.

Responsibilities:

The task covers the operations, maintenance and evolutions of the Documentation Management System (DMS), including processes, processes and the use of supporting electronic documentation management tool, for a given project/programme or organisational unit. It includes the following typical duties:


  • Regular review of the status of documents in the different archives and where appropriate register this information in the DMS database.

  • Document registration, distribution and archiving, as well as provision of reproduction services.

  • Process configuration controlled document changes and of official papers relevant to the activities of the unit.

  • Supporting users for retrieving documents from local DMS, DMS's from external partners and/or industry, out of paper archives, other sources like ESTEC library, scanned documents on CD-ROM or via Internet, etc.

  • Provision of paper copies of electronic documents on request, creation of electronic versions of documents.

  • Management of original files.

  • Related support to project reviews.

  • Support to enhancements of the document management concepts and of future improvements.

  • Handling of formal communication, within the complex institutional and commercial environment of ESA, EU and industrial partners and analyse the importance/status of the documentation, classify it accordingly and provide related support on the range of issues addressed;

  • Report directly to the Programme Manager , and with a high degree of autonomy, the post holder's responsibilities will include:

  • Operation, maintenance of the Programmes relevant DMS (sharepoint, eclipse etc) for informal and official documentation for senior management with internal and external relations including C-level executives-where applicable set-up an archive of original documents;

  • Process of the configuration-controlled document changes of official papers relevant to the activities of the Directorate;

  • Draft documentation and correspondence, consolidate inputs to monthly reports following internal procedure with regard to the registration, distribution and filing of documents;

  • Support to daily activities of the office Programme Management Office;

  • Report directly to theIRIS¬≤ Office Programme Manager for the sessions;


    • Prepare and send out the agenda, arrange the logistics;

    • Write, register, store and distribute the minutes;

    • Establish, maintain and follow-up Action Item list;



  • Consolidation and support validation of senior management inputs to corporate communication and relevant publications, coordinate interview requests, etc;

  • Special attention to the development of communication with management interacting with external stakeholders, maintain and develop a DMS/CRM;

  • Support to organization of internal and external events in particular events with C-level executives;

  • Preparation and management of the logistic event planning of events such as the TIA yearly seminar;

  • Coordination of participation to main conferences.v


Requirements:


  • University degree (Bachelor) from a recognised Institution of secondary studies or equivalent qualification in Business Administration (or Communications as relevant).

  • Minimum 4 years of relevant work experience.

  • Proficient in the English language, both written and spoken, knowledge of another official ESA language is an asset.

  • Experience in controlling and/or management of activities and resources in aerospace industry.

  • Highly proficient in the use of modern activities and resource management support tools/databases of standard office automation support software packages including in particular advance usage of Excel (Ms-Office and in particular advanced use of Excel).

  • Experience as user of SAP and in particular ECC and SRM modules and familiarity with relevant ESA corporate applications e.g. ESA-p) is an asset.

  • Ability to rapidly understand and adapt to ESA specific context and environment including ESA corporate IT applications. Past experience with ESA in relevant activities is an asset.


We offer:


  • Attractive remuneration package.

  • Up to 30 vacation days & additional 12 public holidays based on the 40h working week.

  • Advice from our Learning & Development Specialist on most suitable training/courses.

  • Extra budget and up to 5 extra days off for your professional development.

  • Pension contribution to a tailor-made pension scheme.

  • Yearly subscription to the ESTEC gym facilities and a swimming pool.

  • Assistance with relocation in case you are moving to The Netherlands from abroad.


Ready for this new challenge? Apply now and let's get in touch!

Octagon Professionals International is a full-service recruitment and HR services firm with 30 years of experience in the European and international market. Our large network of professionals across multiple functional areas, and multi-national team provide flexible solutions customised to individual client needs.

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About the company:

European Space Agency (ESA/ESTEC)