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Programme Administrator/Document Controller


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Description: 

Sapienza is looking to recruit a Programme Administrator/Document Controller to work with ESA-ESTEC in Noordwijk, NL.

  • General administrative support to the MetOp Second Generation (MetOp-SG) Programme
  • Coordination with and back-up for the Administrative Assistant to the MetOp-C and Sentinel-5 Projects
  • Processing of all incoming and outgoing documentation and correspondence, including use of Documentation Management Systems (e.g. Eclipse) for registration and distribution
  • Support users for retrieval of 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.
  • Maintenance of a consolidated action item list for the Programme and ensuring that actions are being discharged in coherence with the established procedures
  • Support to the configuration management processes within the Programme
  • Focal point for all documentation / administrative tools (e.g. DMS, RID system, action item database, etc.) used in the Programme
  • Close coordination with EUMETSAT administration team to ensure efficient and timely exchange of information
  • Support to the preparation and conduct of internal and external audits on the Programme
  • Preparation of minutes of internal management meetings, integrating various inputs
  • Compilation of reports from inputs from various contributors for review and finalisation by the Programme Manager
  • Organisation of the calendars for the MetOp-SG team and the MetOp Programmes Manager
  • Coordination and organisation of internal and external meetings and reviews, including room and resource booking
  • Preparation of documentation and briefings for meetings, as appropriate
  • Management of incoming telephone calls and information requests
  • Preparation, coordination and organisation of the travel requirements and mission claims for the Programme team, ensuring optimum use of resources
  • Administration of the leave records for the Programme team in the ESA SAP system
  • Responsibility for the management and procurement of promotional items for the Programme, including for launch campaigns
  • Timely ordering of office supplies
Ideal Candidate: 
  • At least 2 years of relevant professional experience;
  • Highly proficient in MS Office packages (e.g. Word, Excel, Powerpoint, etc.) with experience of high level Project Administration tools for data / documentation management and general administration (e.g. SAP)
  • Excellent planning and organisation skills and attention to detail
  • Good communication skills
  • Ability to work both autonomously and as part of a team within the boundaries of assigned tasks and a stringent schedule
  • Initiative and motivation to perform to high standards in a demanding environment
  • Ability to establish and maintain effective working relationships with the outside world
  • Knowledge of ESA administrative and financial processes is a definite advantage
  • Experience with SAP is an advantage
  • Excellent Knowledge in English; knowledge of another member-state language is an asset
  • Candidates must be eligible to work in the EU.
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