Documentation Management Controller (ESA/ESTEC)

We are looking for a Documentation Management Controller to join the Octagon Professionals projects team at the European Space Agency in Noordwijk (ESTEC). The position will manage many tasks supporting the Business Unit Controlling Office and Project Management Support Offices for the ESA Directorate Earth Observation Program. If you are passionate about the Space industry and would like to join an international environment, read more and apply today!

The position is full-time with a fixed contract duration until 31.12.2026, with a possibility of extension.

As Document Management Controller, you will focus on Documentation Processing and Control for the following tasks:

Administration of the electronic documentation system(s) (e.g., ECLIPSE, DCCM)

• Organisation of the documentation through folder trees





• Implementation of user access and privilege rights





• Maintenance of system parameter files

Documentation processing and control

• Performing the in-processing of documentation including the transfer of files from data sources such as SFTP or shared drives to work areas.





• Checking of files against the EOP CADM and subordinate requirement lists.





• Checking physical media and extraction of data and files.





• Recording problem documents and interfacing originator for resolution.





• Identification of documents checked and ready for upload to the repositories.





• Identification of special data files, such as ITAR AER, and application of special procedures.





• Maintaining document delivery logs.

Perform the filing of documents including:

• Registration of the documents to the management system (e.g. ECLIPSE, DCCM).





• Setting up a unique reference document complying with the traceability of the project / activity and following the ESA record management processes.





• Data organisation and metadata identification (required fields).





• Identification or creation of target areas for final repository of files, including folders and logical groups (collections, libraries etc.).





• Preparation to upload sheets to repositories, i.e., Eclipse/DCCM.





• Preparation to transfer selected files to shared drives, SharePoint application etc.





• Modification of document metadata as corrective measure if required.





• Modification of contractor input sheets, e.g., wrong text or XML delivered file records.





• Insertion of all required metadata to the target repositories.





• Review and update of metadata already existing in the repositories, e.g., after check process of documents already uploaded.





• Transmission of delivery countersignatures.





• Delivery, processing controlling, registering, distributing documents to the project team and authorised parties.





• Preparation and delivery of outgoing information e.g. documentation, records and specified data-packages.

Perform building collection comprising of:

• Generations of Delivery Notices as directed





• Building collections





• Selecting and linking documents in preparation and execution of deliveries





• Maintain document delivery logs

Perform archiving comprising of:

• Uploading, updating or deleting files from the target repositories





• General health and consistency check of repositories in the documentation management system if required





• Transfer of selected files to shared drives, SharePoint application and alike





• Transfer of media (CD/DVD/USB/HDD) to dedicated physical storage areas

Qualifications and experience requirements are:

• Bachelor's degree or equivalent with a minimum of work experience of 4 years.





• Knowledge and experience managing document management systems (administration, document review, maintenance, registration and retrieval) essential and knowledge of ESA Configuration and Documentation Management Standards considered an advantage.





• Excellent planning and organization skills.





• Good command of English, both written and spoken; knowledge of French or another EU member state language would be an advantage.





• A strong team player with leadership skills; comfortable working with tight schedules.





• Experience with the ESA Earth Observation Program would be an advantage.

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 the 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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