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Assistant Programme/Project Controller

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Octagon Professionals
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Job Description

We are looking for an Assistant Programme/Project Controller who will join the Octagon Professionals projects team at the European Space Agency in Noordwijk (ESTEC). If you are passionate about the Space industry and would like to join an international environment, read more and apply today!


The tasks cover general administrative support to the EO Research Mission area in the Earth Observation Projects Department, responsible for the Earth Explorers (EarthCare, Biomass, Flex, Forum, Harmony), Scout (CubeMap, HydroGNSS) and Earth Watch programmes such as Altius and Truths.

  • Support the EO research Mission Programmes Manager in managing the afore-mentioned programmes;
  • Prepare and assist in producing programmatic status reporting, as required;
  • Support the development and maintenance of integrated planning of the programmes' resources and calendars;
  • Support the preparation and conduct of internal and external audits;
  • Prepare minutes of internal management meetings, integrating various inputs, and maintain consolidated action item lists for the programmes, tracking actions so that they are discharged in coherence with the established procedures;
  • Pro-actively manage the internal and external information tools (e.g. SharePoint, web pages, etc.) for internal and external communications at Programme level and for the Biomass and Harmony projects, including writing and editing of web pages, letters, etc.;
  • Process all incoming and outgoing documentation and correspondence, including use of Documentation Management Systems (DMS), e.g. Eclipse, for registration and distribution;
  • Support the team 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.;
  • Support the EO research Mission Programmes Manager and project controllers, as needed, in the preparation and administration of procurement actions;
  • Support the configuration management processes at Programme level and for the Biomass and Harmony projects;
  • Act as the focal point for all documentation / administrative tools (e.g. DMS, RID system, action item database, etc.) used at Programme level and for the Biomass and Harmony projects;
  • Organise the calendars for the EO research Mission Programmes Manager, the Biomass and Harmony project managers;
  • Coordinate and organise internal and external meetings and reviews, including room and resource booking;
  • Prepare documentation and briefings for meetings, as appropriate;
  • Manage the procurement of promotional items for the programmes;
  • Manage incoming telephone calls and information requests;
  • Prepare, coordinate and organise the travel requirements and mission claims for the EO research Mission Programmes Manager, the Biomass and Harmony project managers;
  • Manage the timely ordering of office supplies.


  • A university degree (Bachelor) or equivalent qualification with a minimum of 5 - 7 years of experience in administrative support, or other relevant experience, is required.
  • Excellent inter-personal skills, e.g. communicating and interacting with individuals at all levels, and the capability of identifying priorities and handling high workload with a proactive approach to problem solving, are required.
  • Proficient in Microsoft Office software tools.
  • Fluent in English; knowledge of French or another member state language is an asset.

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 customized 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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