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Documentalist (32 H)

Only English Required
Job Ref:
BBBH 1974
Octagon Professionals
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Job Description

Are you a professional in the document manager field Do you have a Bachelor's degree and at least 2 years of experience?

We are looking for a Document Controller (32h/w) who will join the Octagon Professionals projects team at the European Space Agency in Noordwijk (ESTEC). Read more about this exciting opportunity and apply today!

Your responsibilities:

  • Gathering of deliverable documents from Industry, Industrial Consortium, Technical Officers, and in-house experts.
  • Document registration, distribution, and archiving, as well as the provision of reproduction services as needed.
  • Handling confidential and export-controlled information (e.g. ITAR) and access rights of users with respect to these deliverables.
  • Provide assistance in documentation handling to the partners of the studies and small fast-track science missions of the Future Missions Department, and support users in retrieving documents from sources such as Eclipse, FTPs…
  • Build up and maintenance of the studies, small fast-track missions, and PRODEX registration/filing system, acting as a point of contact for documentation/administrative tools (e.g. Eclipse and other Eclipse modules).
  • Create all review platforms in Eclipse (e.g. PRRs, SRRs, PDRs, CDRs…).
  • Coordinate the set-up of various internal and external file exchanging platforms (e.g. FTP).
  • Support to enhancements of the document management system and concepts, and future improvements.
  • Provision of various logistic and administrative support to the members of the Future Missions Department (e.g. organization of meetings, visitors registration, mission management).
  • Preparation of memos and letters in support of the Department.
  • Requirements Deep knowledge and demonstrated sound experience with the Eclipse documentation management system, the set-up of project reviews, and the set-up of the documentation exchange system between multiple entities (ESA, Industry, Scientific Institutions…)


  • Bachelor's degree from a recognized institution of secondary studies or equivalent.
  • At least 2 years of relevant working experience.
  • Deep knowledge and demonstrated sound experience with the Eclipse documentation management system, the setup of project reviews, and the set-up of the documentation exchange system between multiple entities (ESA, industry, a scientific institution).
  • Experience in the implementation phases of a mission; experience in a Scientific mission is an asset.
  • Some experience in the administration and documentation management matters for the launch campaign would be an asset.
  • Experience in handling confidential and export-controlled documentation.
  • Experience in the support of the logistics and administration of a Space Project.
  • Proficiency in MS Office packages.
  • The candidate shall be highly organized, with attention to detail, and be able to efficiently work under pressure and stringent schedule.
  • Excellent communication skills.
  • Proficient in English and Dutch, both written and spoken.

We offer:

  • Attractive remuneration package and advice on tax-free benefits.
  • 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.
  • A 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 markets. Our large network of professionals across multiple functional areas and multi-national team provide flexible solutions customized to individual client needs.

Privacy Notice: 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 are compliant with the GDPR.

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