About this job

Contract duration: Permanent employment contract, kick off expected September 2020

In support to one of ESA’s ongoing missions (expected to enter the B2 phase in Q3 2020) Sapienza is recruiting a Team Administrator to support the Project with financial and procurement processes, document preparations and general administration.

Responsibilities

Project invoicing support in SAP, including:

• Administration of Project deliveries – “goods in”
• Milestone Payment Plans
• Creation of Purchase Orders
• New Vendor supplier requests
• Contract Change Notes
• Invoice processing
• Notified/non-notified orders
• Ensuring correlation of invoicing values between customer invoice database and SAP system
• Review of ESA-P and ESA STAR systems where necessary to ensure alignment to in-house systems

Project liaison and documentation:

• Provide support to commercial documentation (CRs, CCNs, EMITS ITTs, RFPs, Purchase orders).
• Liaising with subcontractors and ESA on invoicing, CCNs, and other contract requirements/documentation as necessary.
• Act as Secretary to the project Change Control Board (CCB);
• Preparation of Non-Disclosure Agreements in accordance with company instructions and standards.
• Maintenance and operation of project and trackers, filing/archiving systems and registers.

General administrative support to the team:

• Provide support to staff travel requests
• Coordinate of Team events/meetings/Briefings,
• Meeting room requests,
• Visitor security clearances
• Project Facilities and Supply management

Profile

• Bachelor’s degree in Business Administration, Finance or similar
• At least 4 years of relevant work experience
• Strong knowledge of SAP and Excel
• Previous experience working on ESA missions will be considered a strong advantage
• Excellent organisational skills
• Strong attention to detail
• Good inter-cultural communication skills
• Ability to work independently in a heterogeneous team
• Fluent in English;
• Willing to obtain EU (or UK) security clearances if needed;