Documentalist (ESA-ESTEC)

Noordwijk, The Netherlands, Sapienza Consulting [ESA-BMC-05-07-22]

Field(s) of expertise
Business Administration and Finance Configuration Management
Job type

About this job

Sapienza Consulting is recruiting several Documentalists for Sapienza to work on our Customers Site (ESA-ESTEC).

Sapienza has been a partner of ESA for almost 30 years, and we pride ourselves in supporting a wide range of missions including Galileo, MTG, Copernicus and ExoMars. Our team is international with activities across the U.K., the Netherlands, North Macedonia, Belgium, Luxembourg, France, Germany, Italy and Spain.


  • Gathering of deliverable documents from the Project Industrial Consortium, Principal Investigators, Technical Officers and in-house experts
  • Manage the entire lifecycle of documents (e.g. registration, update, review and approval cycle, filing, distribution and archiving) and provide support for documentation handovers in line with the defined process
  • Support to migration activities from a document management system to another (e.g. testing metadata and checking transferred content in line with the dedicated procedure)
  • Monitor and maintain the content of the exchange servers (e.g. FTP) in line with the requirements and adopted guideline (e.g. periodical cleaning and final closure of the dedicated area when exchange activities come to an end)
  • Update and maintain the project/area DMPs, in a centralised way, and recording any deviation
  • Ensure incoming and outgoing information/documentation conforms to applicable processes, procedures and working practices
  • Assist and support in the definition of record management and archiving processes and procedures
  • Perform the implementation of the archiving process that will include at least the identification of the records, their inventory and transfer/disposal
  • Handling confidential and export-controlled information (e.g. ITAR) and access rights of users with respect to these deliverables
  • Provide assistance in documentation handling and supporting users in retrieving documents from sources like Eclipse and FTPs
  • Acting as a point of contact for all the interfaces for documentation tools
  • Support to enhancements of the document management system and concepts, and of future improvements
  • Provision of support in the processing of RfDs, RfWs, DCRs, DCNs, CCNs, keeping track of them and providing overviews


  • Bachelor’s Degree or equivalent qualification in Business Administration or other related topics
  • At least 2 years of relevant experience
  • Fluent in English; knowledge of another ESA member-state language is an asset
  • Proven experience in document management activities and thorough knowledge of document management processes
  • The candidate shall have experience in all the implementation phase of a mission, composed by multiple international interfaces; such experience in a Scientific mission is a definite asset
  • Experience in the documentation management matters for a launch campaign
  • Clearance to handle export-controlled documentation (e.g. ITAR) and have sound experience in handling confidential and export-controlled documentation
  • Highly organised, with attention to details and be able to efficiently work under pressure and stringent schedule
  • Demonstrate excellent communication skills, have a distinctive customer focus and be a strong team player
  • The following competencies would be considered additional assets:
    • General knowledge of the relevant ECSS standards
    • Familiarity with the archiving standards (e.g. ISAD-G and Dublin Core)
    • Proficiency level in French or other European languages
  • Candidates must be eligible to work in the EU

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