Project Administration Support

We are looking for  ​Project Administration Support​ professionals to complete our consultants Workforce Management Service to support the European Space Agency (ESA) at their location in ​Noordwijk, Netherlands or Harwell, UK​.  

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). 

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

• Provide support and assistance for project control aspects of the procurement process and related tasks; 

• Ensure that common, harmonised, approved processes are followed for implementation of procurement actions in the related systems and propose service improvements to efficiency and  effectiveness;  

• Support procurement activities in the related systems, providing the overall oversight and proactive follow up to internal clarifications, issues, requests for information, approval workflow and providing consolidated activity logs, status, and statistics for all actions: 

  • create and implement Purchase Order, Work Orders, Contract and CCN objects in the  related systems and following up on approval flow; 

  • implement RFXs & Shopping Carts in ESA-p after verification of the proper information and documentation provided; 

  • support inputs clarifications and follow up on actions and status of Purchase Orders created by Purchase Office; 

  • implement contracts in ESA-p based on the agreed Milestone Payment Plan (MPP) and Advance Payment table when required. 

  • collect geo-return information and perform approved updates in corporate systems. Ensure consistency of data across EROS, cost plans and planning forecasts;  

  • support the update and verification of Geo-return dashboard information at both Programme and Project level; 

  • create and process Goods Receipt Notes (GRNs) in ESA-p clarifying any ambiguities or issues and follow up on approval flow. Handle the approval process in line with audit requirements, ensuring the audit trail is prepared; 

  • create and process invoices in ESA-p, clarifying any ambiguities or issues and follow up on approval flow; 

  • create TEB Nominations in ESA-Star; 

  • implement and process small transactions (Z-payments); 

  • collect and update the ESA estimation dates for payment milestones in ESA-p; 

  • support contract close-out activities and handle the nominal operational and analytical processes required to close contracts; 

  • produce and maintain procurement process implementation documentation and guidelines;

  • support the review of Contract / Work Order financial annexes / PSS forms for accuracy and correctness before ESA-p implementation in close coordination with Project or Business Control. 

• Support the receipt and distribution of requests and Letter of Support from Member States;  

• Support the planning and co-ordinate with TOs the implementation of creation of SoWs for workplan activities; 

• Support the preparation of the JCB status report financial and activities progress table; 

• Provide reporting such as activity logs, statistics, programme KPIs, flagging list and progress status on work-package tasks. Generate financial (incl. manpower) metrics with variance analysis for quarterly/monthly management reporting; 

• Produce and maintain procurement process implementation documentation and guidelines; 

• Provide inputs and recommendations for process optimisation for procurement support activities and tasks. Provide support for any changes or improvements in ESA's procurement process and support the transition to new procurement methods and tools that ESA implements; 

• Support to manpower planning (including TEC-Support) and control in close coordination with the CAC Book Captains; 

• Monitor and analyse TEC bookings versus planning, identifying variances on a monthly basis and communicate approved corrections to Business control to collect and request the re-bookings; 

• Support financial and management audits, including preparation activities, information gathering, coordination, presentations and action item tracking / implementation; 

• Support and attend coordination meetings, working groups, database/ tool briefings and trainings; 

• Provide ad hoc support to new systems / tools testing; 

• Log and track time to contract KPIs and the status of actions, ensuring timely implementation is achieved, particularly for monthly status reporting and during financial closure exercises. 

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.

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. 

• A Bachelor’s Degree in a relevant field; 

• At least 2 years of years of experience in a relevant field;  

• A sound and proven experience in Project Control, Schedule Control or CADM processes and tools; 

• A sound and proven experience in working in a Project Management Support Office service; 

• A good knowledge of the D/CSC’s programmes; 

• Knowledge with ITAR and EAR regulations; 

• Familiarity with ESA Project Review related working procedures in CSC is an asset; 

• Ability to establish positive and constructive working relationships with team members and other colleagues within and outside of D/CSC, service orientation, and ability to interface with senior management; 

• High capacity to interact and communicate effectively with international teams from engineering, technical and business domains; 

• High-level of organizational skills, with attention to detail, flexibility, and ability to identify priorities; 

• Be able to maintain a good level of autonomy and organisational skills, and ability to work well under high workload and time pressure; 

• A sound and proven experience in providing a customer-oriented service in a senior capacity; 

• Demonstrated customer and service-oriented experience; 

• Experience of supporting a project-oriented environment is an asset; 

• Experience and good capabilities to manage a team;

• Candidates must be eligible to work in the EU;

• Proficiency in the English language both written and spoken. 

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