Project Administration Support

ATG Europe; Harwell; On-site; GBP 40,000 - 70,000; Full time

Job summary

ATG Europe is seeking a Project Administration Support professional to back the CIP CIP-HI office for ESA. The role involves procurement planning, data management, and reporting across Noordwijk, NL or Harwell, UK.

You will support project control, CADM, and financial tracking while ensuring consistent processes and oversight of activity logs and KPIs. The candidate should have a Master’s degree in a technical field with 4+ years in configuration management or CADM, plus strong English and EU/UK

Qualifications

• Master's degree in a technical or related field.
• Experience in configuration management, data/document control, or CADM (4+ years).
• Experience in aerospace, defence, or regulated technical environments.
• Experience ensuring transversal implementation across disciplines per project.
• Experience supporting project controllers on administrative tasks and database ops.
• Proficiency with major project/enterprise tools listed above.
• Ability to verify data accuracy across databases and reporting.
• Excellent stakeholder interfacing and communication in English.

Responsibilities

• Provide support for project control aspects of procurement and related tasks.
• Ensure harmonised, approved processes for procurement actions in related systems.
• Support procurement activities with oversight, logs, and metrics.
• Handle requests and Letters of Support from Member States.
• Coordinate with Technical Officers on Statements of Works for workplans.
• Prepare programme boards’ status reports and financial progress tables.
• Generate activity logs, KPIs, and variance analysis for management reporting.
• Maintain procurement process documentation and guidelines.
• Support process optimisation for procurement activities and tool transitions.
• Assist manpower planning and control with CAC Book Captains.
• Monitor manpower bookings vs planning; coordinate corrections.
• Support audits, data gathering, and action item tracking.
• Attend coordination meetings and trainings; assist new systems testing.
• Log time to contract KPIs and ensure timely status reporting.

Education

Master's Degree in Engineering

Master's Degree in Business Administration

Information Management

Related Technical field

Tools

Microsoft Project Professional

Oracle Primavera

Office Timeline

Microsoft 365 Office

SharePoint

Symbio/Zenith

Data Management Systems

SAP

Monte Carlo risk tools

Job description

We are looking for Project Administration Support professionals to complete our consultants Workforce Management Service to support the Head of BUC & PMSO Commercial & Industry Partnership Office (CFO-HI) of the European Space Agency (ESA) at their location in Noordwijk, The Netherlands, or Harwell, UK .

The purpose of this Support Service is to fulfil a transversal role within the Directorate of Commercialisation and Industry Partnership (CIP) by providing management support and being responsible for its overall resource planning, controlling, and reporting, with the aim of ensuring a coherent, balanced and effective implementation of activities. The Office also provides dedicated support to the project managers for the management support activities concerned with project control, configuration and data management (CADM), financial and cost control, schedule and risk management control, and digital reporting .

Please note, the successful candidate will be employed by ATG Europe (or one of its subsidiaries). Furthermore, upon selection, they will be subject to a general security screening performed by an external provider (further information will be provided at the interview stage). ATG is dedicated to diversity and inclusion and is an equal opportunity employer. Regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, handicap, or any other reason protected by relevant state or municipal legislation, we are pleased to consider all eligible candidates for employment.

The successful candidate will be tasked with, but not limited to:

• Provide support and assistance for project control aspects of the procurement process and related tasks;
• Ensure that common, harmonised, approved processes are followed for implementation of procurement actions in the related systems and propose service improvements to efficiency and effectiveness;
• Support procurement activities in the related systems, providing overall oversight and pro-active follow up to internal clarifications, issues, requests for information, approval workflow and providing consolidated activity logs, status, and statistics for all actions;
• Support the receipt and distribution of requests and Letter of Support from Member States;
• Support the planning and co-ordinate with Technical Officers the implementation of creation of Statement of Works for workplan activities;
• Support the preparation of the Programme board(s) status report financial and activities progress tables;
• Provide reporting such as activity logs, statistics, programme KPIs, flagging list and progress status on work-package tasks. Generate financial (incl. manpower) metrics with variance analysis for quarterly/monthly management reporting;
• Produce and maintain procurement process implementation documentation and guidelines;
• Provide inputs and recommendations for process optimisation for procurement support activities and tasks;
• Provide support for any changes or improvements in ESA's procurement process and support the transition to new procurement methods and tools that ESA implements;
• Support to manpower planning and control in close coordination with the CAC Book Captains;
• Monitor and analyse manpower bookings versus planning, identifying variances on monthly basis and communicate approved corrections to Business control to collect and request the re-bookings;
• Support financial and management audits, including preparation activities, information gathering, coordination, presentations and action item tracking / implementation;
• Support and attend coordination meetings, working groups, database/ tool briefings and trainings;
• Provide ad hoc support to new systems / tools testing;
• Log and track time to contract KPIs and the status of actions, ensuring timely implementation is achieved, particularly for monthly status reporting and during financial closure exercises;
• Support the coordination, preparation and perform the timely approval process follow-up of documents to AC and IPC, confirming the documents are structured, written and formatted in a consistent manner in line with AC documentation requirements.

Requirements

Please ensure that your CV clearly explains how you meet the mandatory requirements. If it doesn’t align completely with the essential criteria, it could result in rejection.

• Master's Degree in Engineering, Business Administration, Information Management, or a related Technical field;
• At least 4 years of experience in configuration management, data/document control, or CADM;
• Experience within aerospace, defence, or a regulated technical environment;
• Experience ensuring consistent transversal implementation across disciplines (risk, schedule, documentation, configuration and project control) per project and harmonization across departments;
• Experience supporting project controllers on transactional tasks of administrative nature and database operations;
• Expert level knowledge of one or more of the following software tools:
• Microsoft Project Professional (incl. Microsoft Project Online);
• Oracle Primavera;
• Office Timeline;
• Microsoft 365 Office Software;
• Sharepoint;
• Symbio/Zenith (QMS tool set);
• Data Management Systems;
• SAP.
• Expert level software tools using Monte Carlo techniques for schedule risk adjustment;
• Proficiency in the use of financial, scheduling, risk, and configuration management electronic tools, applying relevant best practices, methodologies, and standards in support of the assigned service work package;
• Ability to verify and demonstrate the data accuracy, consistency, and integrity across the different databases and reporting;
• Ability to identify problem areas and issues with data, provide insights/recommendations, perform troubleshooting and implement approved data corrections;
• Experience interfacing with internal stakeholders;
• Candidates must be eligible to live and work in the EU (or UK);
• Fluency in English, both written and spoken.