Documentalist

Package Description

What we offer if you join our amazing team:

• Flexible working policy (hybrid working)
• Comprehensive and competitive benefits plan
• A range of wellness activities and employee assistance programs
• Casual dress code

Job Introduction

Serco is a leading Space Services Provider with thousands of skilled resources that has supported over 50 space missions on behalf of more than 10 Space or Government agencies around the globe, including the ESA and NASA. Serco offers space capability across the full space lifecycle from satellite testing to Launch services, LEOP to spacecraft operations, space surveillance to data management, and supporting downstream application development. With over 55 years history in the space sector Serco is well placed to contribute to National strategies and New Space ventures who want to scale their businesses/organizations with skilled talent.

On behalf of our client, the European Space Agency, we are looking for a skilled Documentalist to join our team at the esteemed ESA-ESTEC site, in the Netherlands. 

The overall goal of the service is to perform an overall support service to the Business Unit Controlling Office and the project management support offices, consisting of CADM support, administration and documentation, project control administration and schedule support.

For CADM support, the service consists of providing Configuration and Documentation Management services, promoting the overall knowledge and setting up a culture of best practices in the D/EOP for Configuration Control and Documentation / Data management, and ensuring compliance to security, export control and personal data protection requirements.

For administration and documentation, the service consists of general administrative support in managing the EOP Projects, including documentalist service. For project control support, the service consists of supporting the ESA project controller with tasks of a more administrative nature which require a limited interaction with the industrial teams.

For schedule control, the service requires a planning and schedule expertise to support the definition and maintenance of project schedules within the Earth Observation Directorate, including also trend charts

Main Responsibilities

As a Documentalist you will concentrate your activities on the following:

Administration of the electronic documentation system(s) (e.g., ECLIPSE, DCCM):

• Organisation of the documentation through folder trees.
• Implementation of user access and privileges rights.
• Maintenance of system parameter files.

Perform the in-processing of documentation including the:

• Transfer of files from data sources such as SFTP or shared drives to work-areas.
• Checking of files against the EOP CADM and subordinate requirement lists.
• Checking physical media and extraction of data and files.
• Recording problem documents and interfacing originator for resolution.
• Identification of documents checked and ready for upload to the repositories.
• Identification of special data files, such as ITAR AER, and application of special procedures.
• Maintain document delivery logs.

Perform the filing of documentation including the:

• Registration of the documents to the documentation management system (e.g. ECLIPSE, DCCM)
• Setting-up a unique reference document complying with the traceability of the project / activity and following the ESA record management processes
• Data organization and metadata identification (fields required)
• Identification or creation of target areas for final repository of files, including folders and logical groups (collections, libraries etc.)
• Preparation of upload sheets to repositories, i.e., Eclipse/DCCM.
• Preparation of transfer of selected files to shared drives, SharePoint application and alike.
• Modification of document metadata as corrective measure if required.
• Modification of contractor input sheets, e.g., wrong text or XML delivered file.
• Insertion of all required metadata to the target repositories
• Review and update of metadata already existing in the repositories, e.g., after check process of documents already uploaded
• Transmission of delivery countersignatures.
• Delivery, processing controlling, registering, distributing documents to the project
• Preparation and delivery of outgoing information e.g. documentation, records and specified data-packages.

Perform building collection comprising of:

• Generations of Delivery Notices as directed.
• Building collections.
• Selecting and linking documents in preparation and execution of deliveries.
• Maintain document delivery logs.

Perform archiving comprising of:

• File upload to, update of or deletion from the target repositories.
• General health and consistency check of repositories in the documentation management system if required.
• Transfer of selected files to shared drives, SharePoint application and alike.
• Transfer of media (CD/DVD/USB/HDD) to dedicated physical storage areas.

Successful Candidate

Do you think you are the person we are looking for? See below what experience or knowledge you should bring:

• A Bachelor’s degree from a recognised Institution of secondary studies or equivalent qualification in Business Administration (or Communications as relevant).
• At least 4 years of previous relevant work experience in a similar role.
• The candidate should have a broad knowledge to navigate around and understand formal communication and be able to analyse a range of issues within the complex institutional environments of ESA, EU and the relevant industrial landscape.
• Experience in documentation management and in the field of communication.
• A good sense of organisation.
• The work associated to this position can require handling of classified documentation.
• The candidate shall confirm to be eligible and willing to apply to a Personal Security Clearance.
• Be capable to execute activities with a high degree of autonomy.
• Deliver qualitative output under time pressure.
• Excellent interpersonal and communication skills as well as tact and discretion are required.
• Proficiency in the use of the Agency’s information systems and tools is an asset.
• Proficient in the English language, both written and spoken.
• Knowledge of another ESA member-state language is an asset.
• Candidates must be eligible to work in the EU

About the Company

Serco is a leading provider of public services. Our customers are governments or others operating in the public sector. We gain scale, expertise and diversification by operating internationally across five sectors and four geographies: Defence, Space, Justice & Immigration, Transport, Health and Citizen Services, delivered in UK & Europe, North America, Asia Pacific and the Middle East. More information can be found at Serco | Europe

Why should you join Serco ?

At Serco not only is the nature of the work we do important, everyone has an important role to play.

Meaningful and vital work - You’ll contribute to methodologically intercepting challenges whilst achievements will also be recognised and celebrated.

A world of opportunity - You’ll be wholeheartedly supported with development and career progression

Great people - You’ll become an integral member of a well-defined and supportive team who believe passionately in the value of our work. We are a company passionate about diversity and inclusion. 

In return Serco offers the following package:

• Highly competitive salary
• Flexible working policy (hybrid working)
• Comprehensive and competitive benefits plan
• A range of wellness activities and employee assistance programs
• Casual dress code

Relocation:

The Netherlands' central location in Europe makes it an ideal base for travel and business within the EU. Major cities are well-connected by road, rail, and air with Amsterdam Schiphol Airport one of Europe's busiest and most well-connected airports, facilitating easy international travel.

Serco offers relocation support for all EU passport holders that are planning to relocate to the Netherlands and work for Serco B.V.

DE&I

Diversity, Equity & Inclusion at Serco is based on a culture where every voice is heard and every employee feels valued. Working together as one team, we can enhance the experience of our people and teams, improve the value of our solutions to better serve the missions of our customers, and make an impact in our world.

Important:

Any offer of employment is contingent upon you providing documents to verify your identity and employment eligibility, as required by law.

Applicants are reminded that they will be requested to produce such documentation during the recruitment process.

Please contact a member of the recruitment team if you require further details of acceptable types of documentation required for verification of identity and work authorization. 

Data Protection:

For more information on how the personal data in your application is process, please see the link Data Protection policy here.