GALILEO Document Controller (ESA-ESTEC)


Sapienza Consulting is recruiting a Documentalist for the NAV Directorate at ESA-ESTEC to perform document control duties in several areas.

Responsibilities of the Documentalist

in-processing, comprising

  • transfer of files from data sources such as SFTP or shared drives to work-areas
  • checking of files against the NAV 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 and application of special procedures

filing, comprising

  • 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.p. 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 records
  • 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
  • generation and update of records for NAV unclassified documentation flow tracking system (i.p. GDRTS for Galileo)
  • transmission of counter-signatures

archiving, comprising

  • 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

reporting, comprising

  • generation of document control activity statistics,
  • generation of monthly KPI figures
  • generation of problem reports
  • generation of work progress status and predictions

Profile of the Documentalist

  • At least 2 years of relevant professional experience;
  • Bachelor’s Degree or equivalent qualification in Business Administration, Economics or Management
  • A sound and proven experience in documentation control and some in overall configuration management
  • A sound and proven experience working in a documentation management or library service and documentation control tools as well as MS office tools
  • A good knowledge of the NAV directorate’s programmes
  • Fluent in English; knowledge of another ESA member-state language is an asset
  • 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. The previous possession of a Personal Security Clearance will be considered positively
  • An in-depth knowledge of the documentation control procedures in NAV (or to be acquired before start of service in coordination with NAV-MMC in a time frame to be agreed)
  • A very good knowledge of the major NAV documentation management system types (mainly, but not limited to Polaris, SharePoint, Shared Drive)
  • Familiarity with typical documentation control in ESA
  • Demonstrated customer and service oriented personality, able to work autonomously in the field of documentation control
  • Excellent knowledge of English, additional knowledge of another ESA member state language is desirable.
  • Candidates must be eligible to work in the EU.

For information on how we process the personal data in your application, please see the Sapienza Privacy Statement here.


Upload resume
Upload motivation letter