About this job

Serco Europe is recruiting a Documentation Service Controller to work on our Customers Site (ESA-ESTEC).

Serco is a trusted provider of services to National Space Agencies and the European Space Agency (ESA), we have over 40 years’ experience supporting the space sector and providing services for all stages of our customer’s space missions.

The overall goal of the service is to perform a timely and accurate processing of routine and ad-hoc incoming information (documentation, records management). Supporting the overall knowledge and setting up a culture of best practices in the Directorate for Documentation and Data management, ensuring compliance to security, export control and personal data protection requirements.

Responsibilities

• 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 HRE 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 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 HRE 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.
  • 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.
  • transmission of delivery countersignatures.
  • Delivery, processing controlling, registering, distributing documents to the project team and authorized parties.
• Perform building collection comprising:
  • 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:
  • 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.
• Administration of the electronic Review Item Discrepancy tracking system (eRID), including management of the access rights and maintenance of the system parameter files, all consistent with the security classification or export control restrictions on documents.
• Liaise with industrial and partners for the reception and control of industrial data packages.
• Verification of data pack completeness, registrations, and timely distribution to the project team and review organisation.
• Timely escalation of issues relating to data pack deliveries and eRID access with the nominated project (Directorate) representatives and implementation of agreed mitigation approaches.

Profile

• Bachelor’s degree or equivalent with relevant experience.
• At least 2 years of relevant work experience required.
• A sound and proven experience in documentation management processes and tools.
• A sound and proven experience in working in documentation management or library service.
• A sound and proven experience in providing a customer-oriented service.
• A demonstrated customer and service-oriented personality.
• Knowledge of supporting a project-oriented environment is an asset.
• Proficient in the English language, both written and spoken.
• Knowledge of another EU member state language is an asset.
• Candidates must be eligible to work in the EU.