Assistant Documentalist

Application deadline
Friday, March 2, 2018
Reference number
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As Assistant Documentalist, your tasks will cover the operations, maintenance and evolutions of the (SharePoint based) documentation management system, including processes and the use of supporting electronic documentation management tool. This position is based in Noordwijk, The Netherlands.

Tasks and Activities
  • Regular review of the status of running contracts and internal activities of interest.

  • Gathering of deliverable documents from Technical Officers and in-house experts.

  • Document registration, distribution and archiving, as well as provision of reproduction services as needed.

  • Handling confidential information and access rights of users with respect to these deliverables.

  • Processing official and internal papers relevant to the activities of the Division.

  • Maintenance of accurate records of information in Excel and in SharePoint.

  • Management of original files and creation of electronic versions of documents.

  • Build up and maintenance of Division document registration/filing system according to QMS standards, acting as a point of contact for all documentation/administrative tools (e.g. DMS, RID system, action item database, etc.) used by the Division.

  • Compile inputs from the responsible contributors for monthly reports and Quarterly Status Reports, for review and finalisation by the Division Head, when required.

  • Related support to study reviews.

  • Supporting users in retrieving documents on request from SharePoint or from archive.

  • Responsible for the effective transition of documents from paper copies to digital records.

  • Support to enhancements of the document management concepts and of future improvements.

  • Provision of various logistic support to the Division.

Skills and Experience

The following skills and experience are mandatory:

  • You have a university degree (Bachelor) or equivalent qualification with some years of relevant experience.

  • You have a general interest in and good understanding of technical, programmatic and policy issues of ESA EO programmes.

  • You are proficient in MS Office packages including Powerpoint and Excel.

  • You are highly proficient in modern planning control tools, office automation software and databases.

  • You have excellent planning and organisation skills and attention to detail.

  • You possess good communication skills.

  • You are able 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.

  • You are able to establish and maintain effective working relationships with the outside world.

  • You have excellent command of the English language, both oral and, more importantly, written.

The following skills would be highly desirable:

  • You have knowledge of ESA administrative and financial processes.

  • You have experience with SAP.


Preference will be given to candidates eligible for an EU or national personal security clearance at the level of CONFIDENTIAL or above.

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