Reporting and Administration Support

We are looking for multiple ​Business Management professionals​ to complete our consultants Workforce Management Service to provide Business Management support to the ​Directorate of ​Human and Robotic Exploration of the European Space Agency (ESA) at their location in ​Noordwijk, The Netherlands​. The service is expected to be on-site in ESTEC, collocated with the project teams and providing remote support to EAC or ECSAT with travels/missions as required. The purpose of this Support Service is to ​assist teams in performing studies, as well as from the start of implementation to the end of in-flight commissioning​. The selected candidate should show integrity and professionalism.

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 interview stage).

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

• Support to the production of reports:
  • Prepare internal and external reports/documents (e.g., templates, formatting, document versioning control);
  • Collect inputs/updates for internal and external documents;
  • Coordination distribution and submission of reports/documents for publication (e.g., for Subordinate Bodies and Advisory Structures), ensuring correct document versioning and archiving is maintained.
• Co-ordinate documentation preparation and submission for Boards:
  • Support the co-ordination, preparation, internal review, approval process and publication of recurrent and non-recurrent documents prepared by ESA Executive for the Programme Board (PB-HME);
  • Support the co-ordination, preparation, internal review, approval process and publication of recurrent and non-recurrent documents for and presentations for EUB and HESAC;
  • Perform proof reading, formatting, and editing to ensure documents are structured, written, and formatted in a consistent manner prior to issuing;
  • Produce or modify document/presentation 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 / presentations;
  • Perform document content generation, (e.g. flow-charts, graphics), proof reading, content compilation and editing for recurrent or non-recurrent ESA documents/reports/ presentations;
  • Support the co-ordination and publication of documents prepared by ESA Executive for the Programme Board depository with correct security and safeguarding of the content;
  • Provide coordination and support for the preparation and approval process of documents to AC and IPC, confirming the documents are correctly structured, well written, and formatted in a consistent manner in line with AC documentation requirements;
  • Establish and maintain the archive of internal/working documents, (e.g. summary of bilateral meetings with Member States and international partners or external stakeholders);
  • Support coordination and finalization of document data packs to be issued to external parties e.g., National Agencies;
  • Support the logistics of the official meetings - in presence or online via Teams or WebEx tools, including ensuring the booking of the meeting room, a proper handling of the recording, taking care of badges’ preparation when required, maintaining the official delegates’ list in PUMA up to date, in close coordination with Cabinet services and the preparation of the missions of the respective PB-HME and EUB Chairs as well as the HESAC members;
  • Prepare the draft minutes of the EUB and HESAC meetings m. be a BlueDocs interface for HRE colleagues when required.
• Provide administration support for the Joint Mission Team (JMMT) by:
  • Planning and organization of the meeting;
  • Compilation and distribution of the agenda;
  • Collection and distribution of meeting inputs;
  • Generation / review of Minutes of Meeting and action item list e. action item tracking and follow-up.
• Coordinate meeting preparation and corresponding documentation preparation for any ad hoc delegates’ committee (e.g. PAC).

• Bachelor’s degree in STEM and/or Business;
• At least 4 years of experience in the Space/High-Tech sector with administration;

• Proficient with one or more of the following: Microsoft365, Viso Professional, ESA-P, ESA-STAR, EROS, THREAD, Polaris, ECLIPSE, OMNES, WLMS, CIFM, MAS, IPCDB, HRE Workforce Database, PowerBI, Business Objects, LLM modules, ESA Data Factory and Symbio/Zenith;
• High capacity to communicate effectively with international teams from engineering, technical and business domains;
• High level of organizational skills, flexibility and ability to identify priorities;
• Strong and effective interpersonal and communication skills;
• Fluent 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.