Programme Administrator/Documentalist

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The European Space Agency is ATGs biggest client. They are an international organisation with 22 member states with sites in the Netherlands, Germany, Spain, France, Italy, UK and Belgium. ESA is Europes gateway to Space!

For one of our main customers ESA/ESTEC, we are currently looking for a Programme Administrator/Documentalist who will give support to the MetOp Second Generation (MetOp-SG) Programme, onsite at ESTEC.

  • 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, DMSs 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: 
  • Bachelor Degree in Business Administration, Economics, Management or related field, together with an administrative background and experience in the disciplines related to the tasks under consideration;
  • 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;
  • Excellent communication skills;
  • Initiative and motivation to perform to high standards in a demanding environment;
  • Ability to interface at appropriate level with relevant actors within and outside the Department;
  • Ability to readily assimilate and co-ordinate input data and providing timely output to the hierarchy;
  • Reliability, rigor and initiative in the execution of the assigned work;
  • Proven sense of confidentiality;
  • Experience of Documentation management;
  • Knowledge of ESA administrative and financial processes is a definite advantage;
  • Experience with SAP is an advantage;
  • Languages skills: Fluent English (competence in other languages such as French, Italian, German, Spanish is appreciated).
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