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Administration Support To The Controlling Office (ESA/ESTEC)

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Octagon Professionals
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Job Description

We are looking for an Administration Support Service Team who will join the Octagon Professionals projects on behalf of the European Space Agency (ESA), to support their ?Controlling Office at their location in Noordwijk, the Netherlands. The purpose of this Support Service is to perform the administrative transactional tasks and reporting as part of the procurement process in the Corporate Directorates supporting the Business Unit Office(s) and Organizational Units within ESA Directorates. The selected candidate should show integrity and professionalism.


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

Support the implementation of Purchase Order related objects in support of the agreed Work Plans, by:

  • Implementing Shopping Carts in ESA-p after verification of the proper documentation provided by Technical Officer and following up on approval flow;
  • Following up on status of Purchase Orders created by Purchase Office;
  • Creating GRNs (Goods Receipt Notes) upon request of Technical Officer and following up on approval flow;
  • Clarifying any ambiguity with the main counterparts, namely Finance Team, Technical Officers and Controlling Office Team;

Implement Contracts and Contract Change Notice (CCN) objects in support of the agreed Contract Action Plans, by:

  • Implementing Shopping Cart, after verification of the proper documentation provided by Technical Officer and following up on approval flow (not applicable for EFC2 - ESA Frame Contracts);
  • Implementing contracts on the basis of the agreed Milestone Payment Plan (MPP) and following up on status and approval flow;
  • Clarifying any ambiguity with the main counterparts, namely Finance Team, Technical Officers and Controlling Office Team;

Provide reporting such as statistics and progress status related to the above-mentioned tasks;
Take the responsibility of the monthly Time Sheets administration, follow up on release and approval status by:

  • Ensuring the complete life cycle of the work pattern for everyone, including verification, correction and follow up;
  • Liaising with Cost Accounting section during the monthly, mid-year and end-of-year deadlines;
  • Liaising with managers, staff and contractors for approving and/or submitting the Time Sheets and for any kind of general assistance;
  • Ensuring that the worklists are complete during yearly exercise of maintenance, this entails a close follow up on the release and approval status for everyone, Reporting on Long Term Absences;
  • Reporting on a monthly basis on specific category of Staff/Contractors;

Take responsibility of THREAD Administration, by:

  • Creating/changing/delimiting records;
  • Creating/changing/delimiting positions;
  • Verification and validating the monthly TCAR (Thread Cost Account Report);
  • Creating and following up on all Restricted Tenders;
  • Providing Ad Hoc Reporting.


  • Completed secondary education and professional training in administrative and/or clerical support;
  • At least 2 years of relevant similar working experience;
  • Highly proficient with modern electronics office automation tools, in particular Microsoft Office suite and electronic mailing (in particular MS Excel and MS Outlook);
  • Very good interpersonal skills, i.e. a helpful and positive approach to management and staff in the division;
  • Excellent organizational skills with the ability to prioritize tasks and to remain calm under pressure;
  • Ability to work autonomously in a fast-paced environment;
  • Proficient in the English language, both written and spoken.

We offer:

  • Attractive remuneration package.
  • Up to 30 vacation days & additional 12 public holidays based on the 40h working week.
  • Advice from our Learning & Development Specialist on most suitable training/courses.
  • Extra budget and up to 5 extra days off for your professional development.
  • Pension contribution to a tailor-made pension scheme.
  • Yearly subscription to the ESTEC gym facilities and a swimming pool.
  • Assistance with relocation in case you are moving to The Netherlands from abroad.

Ready for this new challenge? Apply now and let's get in touch!

Octagon Professionals International is a full-service recruitment and HR services firm with 30 years of experience in the European and international market. Our large network of professionals across multiple functional areas, and multi-national team provide flexible solutions customised to individual client needs.

Privacy Notice: In order to apply for this vacancy you must submit your personal information to Octagon Professionals. Octagon Professionals will collect, use and process your personal information as mentioned in our Privacy Policy. Our policy and processing of your personal information is compliant with the GDPR.

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