About this job

Sapienza Consulting is recruiting a Documentalist for the NAV Directorate at ESA-ESTEC to perform document control duties in several areas. It is a Fixed Term Contract until May 2020.

Responsibilities

– 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

• 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.