Document Control Assistant

European Southern Observatory; Garching bei München; On-site; EUR 40,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Relocation assistance

Educational benefits

Daycare support

Job summary

European Southern Observatory (ESO) is seeking a Document Control Assistant to support the Document Control team in managing a high volume of critical programme documents. The role ensures documents are formatted, identified, released and archived according to the lifecycle rules, and coordinates distribution to internal stakeholders and external parties.

You will work with Programme Engineers and the Document Control team to maintain the archive and product configuration repositories, ensuring

Qualifications

• Excellent knowledge of MS Office, Adobe Acrobat and electronic signatures.
• Experience with electronic document management systems.
• Some working knowledge of PLM or Product Data Management tools.
• Detail-oriented and well-structured; able to work under deadlines.
• Fluent or strong English; good communication skills.

Responsibilities

• Assist administration of the document archive within the ESO Information Repository system (PDM).
• Generate/maintain folder structures and update metadata.
• Perform quality control of documents and ensure proper templates and lifecycles are used.
• Ensure documents go through a traceable release process before archiving.
• Collaborate with project managers, engineers and the Document Control team to ensure compliant documentation for procurements.
• Assist in preparation and maintenance of Contract Data Lists (CDL).
• Provide user support and deliver training to contractors and consortia on document delivery.

Skills

MS Office Excel

Adobe Acrobat

Electronic signatures

Document management systems

PLM / PDM knowledge

Attention to detail

Communication skills

Education

Bachelor's degree in records management / related field

Tools

BlueCielo Kronodoc

Job description

The European Organisation for Astronomical Research in the Southern Hemisphere (ESO) is the foremost intergovernmental astronomy organisation in Europe and the world's most productive ground-based astronomical observatory. ESO carries out an ambitious programme focused on the design, construction and operation of powerful ground-based observing facilities enabling astronomers to make important scientific discoveries.

ESO operates three unique world-class observing sites in northern Chile: La Silla, Paranal and Chajnantor (home to ALMA), and the ESO Headquarters are located in Garching, near Munich, Germany.

At Paranal, ESO operates the Very Large Telescope, the world's most advanced visible-light astronomical observatory, and will host and operate the southern array of the Cherenkov Telescope Array, the world's largest and most sensitive high energy gamma-ray observatory. ESO is a major partner in ALMA. On Cerro Armazones, ESO is building the 39-metre Extremely Large Telescope (ELT), which will become "the world's biggest eye on the sky" and whose operations will be fully integrated into the Paranal Observatory.

Due to the need for additional resources within the Directorate of Programmes, ESO is advertising the position of

In your role as Document Control Assistant, you will be supporting the work of the Document Control team responsible for the management of a high number of business-critical documents for the Instrumentation Programme, Technology Development Programme and ELT Construction Programme. The Document Control Assistant ensures that the Programmes' documents are formatted, identified, signed, released and archived according to the relevant document lifecycle's rules. The Document Control Assistant ensures the distribution of documents to appropriate internal stakeholders and facilitates the sharing of documents with external parties. This is a crucial role as accurate, timely and efficient management of documents is vital for the success of the different Programmes. You will be expected to work effectively in a team but at the same time to work independently exercising problem-solving skills with responsibility for your own area of work.

While playing a supporting role in the active management of documentation related to the Programmes, you will work under the guidance of the Programme Engineers and in close collaboration with the Document Control team in managing the document archive and the product configuration repositories. You will have to ensure that they are updated and accessible by the users whilst meeting required standards of accuracy, quality and integrity and enforce the documentation and configuration management processes as defined within the Programmes.

Main Duties and Responsibilities:

• Support the administration of the archive of the different Programmes through the ESO Information Repository system (PDM) by generating and maintaining folder structures, updating metadata and populating the folders according to the Programmes' evolution.
• Perform quality control of documents, in particular checking the correctness of reference documents/versions, the proper use of standard templates and lifecycles, and that the configuration control rules relevant for documentation management are observed.
• Ensure that the documents go through a traceable and approved release process before being archived.
• Support tasks related to product configuration management, by keeping the repositories updated with the relevant information and allocated documentation.
• Work in strict co-operation with project managers, engineers, the Programme Engineers and the Document Control team to ensure that the ESO documentation for procurements as well as the documentation submitted by contractors and consortia complies with the relevant documentation management requirements and is correctly stored in the ESO PDM system.
• Provide support in the preparation, update and implementation of Contract Data Lists (CDL) for procurements.
• Provide user support to staff ensuring that the relevant document archive is effectively used and that document management procedures are duly followed.
• Provide support in delivering training to contractors and consortia to ensure accurate and efficient document delivery.
• Grant access to authorized users to the archived documents in accordance to established access permission policies.
• Coordinate with the ESO Information Repository Manager and System Administrator user licenses, access groups and access profiles.
• Participate to the PDM Programme Assistants monthly meeting chaired by the ESO Information Repository Manager.

Key Competences and Experience:

Essential Competences and Experience

• Excellent knowledge and experience of MS Office Suite, in particular Excel, of Adobe Acrobat pdf and of electronic signature requirements is essential. You should be able to demonstrate advanced proficiency in the applications leveraging advanced features to use the packages to their full potential.
• Experience with electronic document management systems.
• Some working knowledge of PLM or Product Data Management (PDM) tools and Engineering / Procurement / Construction / Commissioning documents is required.
• Applicants should be detail-oriented, well-structured.
• Applicants should be able to work in a fast-paced and deadline driven environment.
• Applicants should have a service-oriented mindset together with excellent communication skills.
• Ability to rapidly acquire and process information from the various stakeholders and adapt to Programme specific processes.

Desirable Competences and Experience

• Familiarity with BlueCielo Kronodoc environment.
• Familiarity with the field of information management. You should be aware of the key principles for ensuring accurate, reliable, accessible and useful information.
• Having worked in multicultural scientific organisations.
• Ability to work both independently and as a team member and in a timely manner.
• Experience in configuration management.

Qualifications:

At a minimum you will have completed your secondary education and will be supported by at least 3 years relevant practical experience and evidence of continuous professional development. A Bachelor's degree, ideally in a relevant subject (records management, technical writing, documentation, library and/or information sciences), would be seen as highly desirable.

At least 3 years' experience in the management of technical documentation (ideally in the fields of Engineering, Procurement, Construction, Commissioning, Operations), using an electronic documentation management system.

The position requires an excellent command of written and verbal English. Additional knowledge of another European language such as Spanish and or German would be an advantage.

Remuneration and Contract:

We offer an attractive remuneration package including a competitive salary (free of income tax for applicants from ESO member states), comprehensive health insurance, educational and other social benefits, as well as financial help in relocating your family and support to place your child/children in daycare.

Our Salary Structure

ESO's salary structure is based upon a range of career paths which reflect the nature and level of our jobs. Each career path is made up of two or three grades which are used to further reflect experience.

The initial Paid Associate contract is for a fixed term duration of one year with the possibility of a fixed-term extension subject to individual performance and organisational requirements and as defined in the applicable policies and staff rules and regulations. The contract will not be extended beyond two years. For any further information, please visit https://www.eso.org/public/jobs/conditions/paidassoc/ .

Duty Station:

The role is based on-site at ESO and relocation to the duty station area is required. Staff at ESO benefit from a mobile working policy that allows for limited hybrid working for work-life balance purposes.

ESO Values

An important element in any successful employment relationship is harmony in values between an organisation and its people.

The ESO Values are:

ESO strives for excellence through innovation.

ESO provides outstanding services to its communities.

ESO fosters diversity & inclusion.

ESO believes in the key role of sustainability for its future.

Achieving the above are recognized as only possible on the basis of personal values and attitudes that we expect from our employees: respect, integrity, accountability, commitment, collaboration, and clear & open communication.

Applicants to any ESO role are asked to reflect on their affinity with these values and advised they may be asked about them if called for interview.

No nationality is in principle excluded from employment at ESO, however, recruitment preference will be given to nationals of our Member States, host states and strategic partners: Australia, Austria, Belgium, the Czech Republic, Denmark, Finland, France, Germany, Ireland, Italy, the Netherlands, Poland, Portugal, Spain, Sweden, Switzerland, the United Kingdom and Chile, irrespective of gender, age, disability, sexual orientation, ethnicity or religion.