GALILEO Document Controller (ESA-ESTEC)




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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.

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