Octagon Professionals
Documentation Management Support Officer – European Space Agency (ESA) – ESTEC, Netherlands & ESAC, Spain
Noordwijk, Netherlands
Overview
We are currently recruiting Documentation Management Support Officers to join our client, the European Space Agency (ESA). Based at either ESTEC in Noordwijk, Netherlands, or ESAC in Villafranca del Castillo, Spain, you will support documentation management activities across ESA's scientific and engineering teams, ensuring accurate document control, versioning, registration, distribution, and archiving in full compliance with ESA document management policies and procedures.
This role is well suited to an organised, quality-driven professional who is comfortable working with document management systems and enjoys contributing to the operational infrastructure that underpins scientific and technical projects at one of Europe's leading space agencies.
This role is well suited to an organised, quality-driven professional who is comfortable working with document management systems and enjoys contributing to the operational infrastructure that underpins scientific and technical projects at one of Europe's leading space agencies.
Role Responsibilities
- Manage, register, distribute, and archive documentation in accordance with applicable ESA Document Management Plans and guidelines.
- Edit, maintain, and update internal documents such as instructions, guidelines, reports, and management documentation.
- Ensure correct document versioning, configuration control, and storage in designated repositories and document management systems.
- Coordinate document review and approval processes, including routing for review, tracking approvals, and managing required signatures.
- Analyse incoming correspondence to determine appropriate registration, distribution, and archiving actions.
- Support internal users in retrieving documents from document management systems such as Eclipse/DCCM, SharePoint, Content Server, and MS Teams.
- Maintain structured records, document libraries, templates, distribution lists, and change logs.
- Provide administrative support to project and management review processes, including document preparation and status tracking.
- Draft, review, and distribute internal communications, reports, and information notes.
- Proactively suggest improvements to documentation workflows, tools, and processes.
Essential Skills and Experience
- Bachelor's degree in business administration, information management, or equivalent professional experience.
- Minimum 2 years of relevant experience in document control or records management.
- Strong organisational and document control skills with a high attention to detail.
- Proven experience working with document management systems in a regulated or compliance-driven environment.
- Ability to manage multiple document workflows simultaneously.
- Strong analytical, organisational, and written communication skills.
- Professional fluency in English.
- Eligibility to obtain the required security clearances for access to ESA facilities, subject to applicable nationality and background screening requirements.
Desirable Skills and Experience
- Hands-on experience with platforms such as SharePoint, Eclipse/DCCM, Content Server, or equivalent DMS tools.
- High level of confidentiality awareness and commitment to accuracy and quality.
- Spanish language proficiency (required for applicants to the ESAC-based roles in Spain).
Package
Configuration and Documentation Management Officer – European Space Agency (ESA) – ESTEC, Netherlands & ESAC, Spain
- Long-term contract opportunity
- On-site at ESTEC (Noordwijk, Netherlands) or ESAC (Villafranca del Castillo, Spain)
- International, collaborative working environment contributing to Europe's space exploration mission
- Positions available at both sites
Configuration and Documentation Management Officer – European Space Agency (ESA) – ESTEC, Netherlands & ESAC, Spain
Overview
We are currently recruiting Configuration and Documentation Management Officers to join our client, the European Space Agency (ESA). Based at either ESTEC in Noordwijk, Netherlands, or ESAC in Villafranca del Castillo, Spain, you will provide configuration and documentation management support to ESA scientific projects and missions, ensuring compliance with configuration control standards, security requirements, and quality management frameworks throughout the project lifecycle.
You will support the Records Officer in defining, harmonising, and implementing configuration and document management processes across the organisation. This is a technically demanding, high-responsibility position ideally suited to a self-starter with a strong background in regulated document environments and complex project settings.
You will support the Records Officer in defining, harmonising, and implementing configuration and document management processes across the organisation. This is a technically demanding, high-responsibility position ideally suited to a self-starter with a strong background in regulated document environments and complex project settings.
Role Responsibilities
- Establish and manage project and mission document management systems in line with ESA requirements, security policies, and contractual obligations.
- Prepare, maintain, and implement Document Management Plans, Configuration and Documentation Management plans, and related implementation documents.
- Configure and administer access rights, user accounts, and roles for internal and external stakeholders across documentation and collaboration platforms.
- Act as Project Administration Manager within document and configuration management tools such as Eclipse, RID, DCCM, and AIM.
- Ensure correct configuration control, baseline management, and audit readiness of project documentation.
- Ensure compliance with export control, ITAR/EAR, and applicable security requirements.
- Support project and mission reviews, including setup and administration of review tools, documentation packages, and action tracking.
- Interface with industry partners, international institutions, and external stakeholders to ensure harmonised documentation and configuration management practices.
- Develop and standardise procedures, templates, guidelines, and training materials; contribute to audits, inspections, and long-term archival and records management initiatives.
Essential Skills and Experience
- Bachelor's degree in business administration, information management, or equivalent professional experience.
- Minimum 2 years of relevant experience in configuration and documentation management within complex technical or project-based environments.
- Proven experience working with document management systems, configuration control tools, and collaborative platforms.
- Ability to work independently while effectively coordinating with senior stakeholders, project teams, and external partners.
- Strong analytical and organisational skills with a high attention to quality and detail.
- High level of discretion, security awareness, and compliance orientation.
- Professional fluency in English.
- Eligibility to obtain the required security clearances for access to ESA facilities, subject to applicable nationality and background screening requirements.
Desirable Skills and Experience
- Familiarity with quality management systems and applicable security requirements, including export control regulations.
- Experience in an international, multi-stakeholder environment such as a space agency, research institution, or technical organisation.
- Spanish language proficiency (required for applicants to the ESAC-based roles in Spain).
Package
- Long-term contract opportunity
- On-site at ESTEC (Noordwijk, Netherlands) or ESAC (Villafranca del Castillo, Spain)
- International, collaborative working environment contributing to Europe's space exploration mission
- Positions available at both sites
Role details
- Closing date
- 30 Nov 2026