To support ESA’s Human Spaceflight Directorate at ESTEC we are looking for a: Secretary/Documentalist

This position provides support to the Engineering Control Board (ECB), which handles a wide variety of issues such as requests for waivers (RFWs), operational change requests (OCRs) and safety non-compliance reports (NCRs). This position also supports the Deputy Mission Manager outside the ECB, managing the interface with ESA OPS Ground Segment (GS) and the various ATV Operational Control Boards (AOCB).

Key tasks and Responsibilities:

Act as secretary to the Engineering Control Board (ECB).

• Establish a folder in Document Management System/eroom or other suitable medium for each of these topics (or populate the existing ones);
• Be the focal point for all members of the ECB who want items to be raised at an ECB. Collect the inputs as they arrive, file the inputs in the relevant folders, Group them into batches and schedule them for a suitable ECB (in coordination with the ECB Chairman);
• Prepare and send out the agenda for the ECB;
• Attend the ECB and write the minutes;
• Ensure that the minutes are sent out;
• Establish a tracking list for ECB actions. Track actions taken during the meeting and follow up with team members so that the actions can be closed out;
• IOCRs: Collect the input from the designated team members. Put the IOCR on the ECB agenda. Reflect the ECB decision in the IOCR form (update it) and send the form (on an individual basis) to OPS and / or Astrium following the meeting (as per the agreed IOCR process). Maintain the FS IOCR tracking list (complementary to the ESA-OPS one in order to show status of FS ECB processing and feedback);
• CPs : (Astrium maintains the tracking list including the impact on various documents / products): Help ECB members ensure that the changes are implemented in the relevant Ops Products;
• OCRs: Prepare the FS position (in coordination with the Deputy Mission Manager). Coordinate with Astrium in order to get their feedback. Put the OCR on the ECB agenda. Reflect the ECB decision in the FS OCR form and send the form (on an individual basis) to OPS and Astrium. Maintain the FS OCR tracking list (complementary to the ESA-OPS one in order to show status of FS ECB processing and feedback);

Support the Deputy Mission Manager outside ECB for managing the interface with ESA OPS Ground Segment (GS) and the various ATV Operational Control Boards (AOCB)

• AOCB: Act as focal point for ESA-OPS. Documents are sent to FS for comment. Maintain the tracking list, ensure the distribution to the appropriate team members, assign proper deadline, follow up so that comments are received, check the comments with the Deputy Mission Manager and then send the file back to ESA- OPS;
• AOCB: track the meetings to see when the documents are approved.

Skills and Experience:

• Fluent in English; knowledge of another member state language is an asset
• Minimum 3 years experience in a comparable task
• High level of flexibility
• Highly proficient in MS office, Lotus Notes and other personal computer software
• Good organisational skills; good communication skills
• Ability to cope with pressure and work in a team
• Ability to establish and maintain effective working relationships with the outside world

Starting date: April 2010 or as soon as possible thereafter

An exciting international working environment in a highly innovative and motivated team awaits you!

HE Space Operations is an international human resources company specialised in the space market. We have been providing consultancy services in space engineering and business administration for over 25 years. We generally work directly on-site with our principal customers such as the European Space Agency and EADS Astrium.