Document Control Assistant

SpaceJobSearch.com; Garching bei München; On-site; EUR 45,000 - 78,000; Full time

Benefits offered by this job

Health insurance

Relocation support

Flexible working arrangements

Job summary

The European Southern Observatory (ESO) is seeking a Document Control Assistant to support the Programme documentation effort. You will manage archival structures, metadata, and controlled document releases within the ESO Information Repository system (PDM).

Working under engineers and the Document Control team, you will ensure accuracy, quality, and timely processing while maintaining access controls and configuration management across procurements and contractor submissions.

Qualifications

• Experience with electronic document management systems.
• Strong command of MS Office and Adobe Acrobat.
• 3+ years in management of technical documentation using an electronic DMS.

Responsibilities

• Support archive administration of the Programme documentation within the ESO Information Repository system (PDM).
• Perform quality control of documents including reference documents/versions and lifecycle usage.
• Ensure traceable, approved release processes before archiving.

Skills

MS Office Suite

Adobe Acrobat PDF

Electronic signatures

Attention to detail

Communication skills

Teamwork

Education

Bachelor's degree in records management or related

Tools

PDM tools

BlueCielo Kronodoc

PLM

Job description

The European Southern Observatory

• Garching, BY, Germany €4,000 - €7,000 per month

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.

Language Skills

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.
ESO aims to support members of personnel in maintaining a good work-life balance (https://www.eso.org/public/jobs/conditions/intstaff/#work-life-balance) between their professional and private life. ESO is also committed to offering family-friendly support (https://www.eso.org/public/jobs/conditions/intstaff/#family-friendly-support), creating a work environment and policies which allow staff to balance their professional and private responsibilities through flexible working arrangements and financial support for families.
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/.

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.
Please follow this attached link for more details https://www.eso.org/public/jobs/conditions/intstaff/salary-structure/

Duty Station

Garching near Munich, Germany

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.

Career Path:

III