Documentation Management Support

We are looking for a ​Documentation Management Support​ to complete our consultants Workforce Management Service to support the ​Head of BUC & PMSO Commercial & Industry Partnership Office (CFO-HI)​ of the European Space Agency (ESA) at their location in ​Noordwijk, The Netherlands, or Harwell, UK​.  

The purpose of this Support Service is to ​fulfil a transversal role within the Directorate of Commercialisation and Industry Partnership (CIP) by providing management support and being responsible for its overall resource planning, controlling, and reporting, with the aim of ensuring a coherent, balanced and effective implementation of activities. The Office also provides dedicated support to the project managers for the management support activities concerned with project control, configuration and data management (CADM), financial and cost control, schedule and risk management control, and digital reporting.​.   

Please be aware that this position is intended to be filled on a part-time basis (20-hours per week).  

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 the interview stage). 

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. 

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

• Support Documentation Processes, Management and Record Plan; 

  • Support the definition and the implementation of the documentation management processes for directorates and any specificities mainly for projects and workplan activities; 

  • Support the preparation of the D/CIP Project Documentation Management Plan describing the documentation related processes and procedures to be implemented;  

  • Provision of proactivity in elaboration of the processes from a technical feasibility viewpoint, based on previous extensive experience in the implementation of documentation management;  

  • Support the CIP management and projects in the definition of the documentation control requirements; 

  • Preparation of and support to Management Audits.   

• Support ESA Final Reports; 

• Follow completion of industrial activities: 

  • Ensure that final reports generated by industry are stored in the relevant CIP repository; 

  • When requested, extract information from the different reports and distribute accordingly to requests received. 

• Co-ordination of Documentation preparation and submission for Boards;  

  • Establish and maintain the archive of documents; 

  • Support coordination and finalization of document data packs to be issued to EC, International Partners or Member States;  

  • Support the coordination, preparation, internal review and publication of recurrent and non-recurrent documents prepared by ESA Executive for the Programme Board; 

  • Produce or modify document templates to ensure compliance with GCDs or DRDs for recurrent documentation; 

  • Perform the planning, coordination and document readiness tracking for submission of papers to ensure the timely delivery of formal documents; 

  • Support the coordination and publication of documents prepared by ESA Executive for the Programme Board depository with correct security and safeguarding of the content.   

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

• Master’s Degree in Engineering, Business Administration, Information Management, or a related Technical field;   

• At least 4 years of experience in configuration management, data/document control, or CADM; 

• Experience within aerospace, defence, or a regulated technical environment;  

• Experience supporting the overall knowledge of documentation management and control and set up a culture of best practices for Documentation and Data management, ensuring compliance to ECSS standards, project specific requirements, security, export control and personal data protection requirements; 

• Experience ensuring consistent transversal implementation across disciplines (risk, schedule, documentation, configuration and project control) per project and harmonization across departments; 

• Expert level knowledge of one or more of the following software tools: 

  • Microsoft Project Professional (incl. Microsoft Project Online);  

  • Oracle Primavera;  

  • Deltek Acumen;  

  • Visio Professional;  

  • Office Timeline;  

  • Microsoft 365 Office Software;  

  • Sharepoint;  

  • Symbio/Zenith (QMS tool set); 

  • Data Management Systems;  

  • SAP. 

• Expert level software tools using Monte Carlo techniques for schedule risk adjustment; 

• Ability to master the use of financial, schedule, risk, and configuration management electronic tools, best practices, and methods as relevant to their service work-package; 

• Candidates must be eligible to live and work in the EU (or UK); 

• Fluency in English, both written and spoken. 

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