Business & Project Control Support Officer

Octagon Professionals International; Noordwijk; On-site; EUR 70,000 - 90,000; Full time

Job summary

Octagon Professionals International is recruiting a Business & Project Control Support Officer to support the European Space Agency at ESTEC in Noordwijk, the Netherlands. The role focuses on finance-centric activities across procurement, timesheets, contracts, cost monitoring and audits.

You will administer the TAS lifecycle for ~250 staff, implement P2P actions in SAP and ESA-p, and support audits and financial reporting in a multinational, high-standards environment.

Qualifications

• Minimum 5+ years’ experience in business/project control, financial administration or PMO/support.
• Solid understanding of procurement and Purchase-to-Pay processes.
• Hands‑on experience with ERP/financial systems (SAP and/or ESA-p) preferred.
• Excellent data accuracy, reconciliation and reporting skills (advanced Excel).
• Fluent, professional English (written and spoken).

Responsibilities

• Administer the full timesheet lifecycle for ~250 staff and contractors, driving month-end closure.
• Implement procurement and Purchase-to-Pay actions in ESA-p and SAP with audit trails.
• Support contracts, accruals and milestone payments in coordination with Controllers.
• Monitor SLAs and reconcile actuals against planning using WLMS and related tools.
• Support audits (QMS ISO 9001 and EC/EUSPA) with audit evidence and trails.
• Provide SAP financial reporting and act as focal point for ESA-p, EROS and ESA-Star tools.

Skills

Procurement

Financial administration

Data reconciliation

Excel advanced

ERP systems

Tools

SAP

ESA-p

WLMS

ESA-Star

TAS

Job description

Business & Project Control Support Officer – European Space Agency

Overview:

Octagon Professionals International is recruiting a Business & Project Control Support Officer to support the European Space Agency at ESTEC.

This is a finance-focused role at the heart of ESA’s business and project control operations - keeping procurement, timesheets, contracts, cost monitoring and audits accurate and on time across ESA’s corporate and Navigation systems. It suits a highly organised professional who enjoys financial processes and systems such as SAP and ESA-p. Octagon has supported ESA and other international institutions for more than 35 years.

Role & Responsibilities

• Administer the full timesheet (TAS) lifecycle for around 250 staff and contractors, driving 95% completion at month-end and 100% at year-end closure.
• Implement procurement and Purchase-to-Pay actions in ESA-p and SAP - Shopping Carts, RFXs, purchase orders, contracts, GRNs and TEB nominations - with IPSAS-compliant audit trails.
• Support contracts, accruals and milestone payments (MPP/APP) in close coordination with Business and Project Controllers, and process reimbursement requests.
• Monitor Workforce and Lab SLAs (TEC, OPS and others) and reconcile support actuals against planning in tools such as WLMS.
• Support the EFC2 Technical Officer: personnel and position records, restricted tenders, Work Orders/CCNs and T-Car reconciliation.
• Monitor cost, budget and missions — WBS and cost-centre checks, account assignment, mission bookings and CO2 validation.
• Support internal, QMS (ISO 9001) and EC/EUSPA audits, maintaining audit evidence and full audit trails.
• Support programme closure with SAP financial reporting, and act as focal point for key tools (ESA-p, EROS, ESA-Star) and user training.
• Safeguard data accuracy, consistency and confidentiality across all systems, and drive continuous process improvement.
• 5+ years’ experience in business/project control, financial administration or PMO/project support, ideally in a large or international organisation.
• 5+ years' experience in procurement
• Hands‑on experience with ERP and financial systems - SAP and/or ESA-p strongly preferred - covering procurement, Purchase-to-Pay, purchase orders and GRNs.
• Solid understanding of procurement and Purchase-to-Pay processes and of financial or cost controlling.
• Strong data accuracy, reconciliation and reporting skills, including advanced Excel.
• Highly organised and able to work autonomously, with excellent follow‑up and attention to detail.
• Comfortable working to strict deadlines and compliance requirements, and discreet in handling confidential data.
• Fluent, professional English (written and spoken).

Desireable Skills & Experience

• Experience within ESA or a comparable international, space or public‑sector organisation.
• Familiarity with ESA-p, EROS, ESA-Star, WLMS and Thread/ECC.
• Knowledge of IPSAS or public‑sector accounting standards.
• Experience with timesheet/TAS administration or SLA monitoring.
• Experience supporting internal, QMS (ISO 9001) or EC/EUSPA audits.

Package:

• Competitive salary: commensurate with skills and experience.
• Fixed‑term contract aligned to the ESA service, with strong potential for extension.
• Based at ESA’s ESTEC establishment in Noordwijk, the Netherlands.
• Comprehensive benefits, plus visa and relocation support where applicable - Octagon is a recognised IND sponsor.
• A genuinely international, multicultural working environment and real scope for professional development.