Project Administration Officer

Akkodis; Noordwijk; On-site; EUR 45,000 - 65,000; Full time

Job summary

Akkodis is seeking a Project Administration Officer to join the Aerospace team, onsite at the European Space Agency in the Netherlands. You will support ESA CIP with project control, procurement administration, financial reporting and programme support, working with project controllers, managers, finance, contracts and procurement teams to ensure compliant processes and high data quality.

The role involves planning, reporting, KPI tracking, and supporting system improvements while contributing

Qualifications

• Bachelor's degree in Business Administration or equivalent.
• Experience in controlling and/or management of activities and resources in an international environment.
• Advanced Excel skills (MS Office) required.
• Experience with SAP, Power BI; ECC and SRM modules.
• Ability to understand and adapt to ESA-specific context and environment.
• Proficient in English; knowledge of another ESA language is a plus.

Responsibilities

• Provide support for project control aspects of procurement processes.
• Ensure harmonised, approved procurement processes and improve efficiency.
• Support procurement activities in related systems and provide oversight and logs.
• Assist in handling requests and Letters of Support from Member States.
• Coordinate creation of Statements of Work for workplan activities with TOs.
• Prepare JCB status reports, financial and activity progress tables.

Skills

Excel

SAP

Power BI

ECC

SRM

MS Office

English proficiency

Education

Bachelor in Business Administration

Tools

Power BI

Job description

We are looking for a Project Administration Officer to join our Akkodis Aerospace team, working onsite at the European Space Agency in the Netherlands.

Akkodis has proudly supported the Aerospace & Defence industry in the Netherlands for decades. Our partnership with the European Space Agency (ESA) has been one of the many success stories allowing our people to expand their career horizons. Akkodis experts are contributing to some of the most important technical advances in Aerospace and Defence which impact the way we live our lives today, through specialised engineering expertise and other required skillsets. This could be your future. Become part of our successful team!

Role Overview:

As Project Control & Administration Specialist, you will support ESA's Directorate of Commercialisation and Industry Partnership (CIP) by ensuring efficient execution of project control, procurement administration, financial reporting and programme support activities. You will work closely with Project Controllers, Project Managers, Finance, Contracts and Procurement teams to ensure accurate implementation of ESA processes while maintaining high levels of data quality, compliance and reporting.

About the team:

The service provides project management and business support to ESA's Commercialisation and Industry Partnership (CIP) Directorate, covering project administration, planning and scheduling, risk management, configuration and data management (CADM), documentation management, reporting, and governance activities.

The selected candidates will support ESA programme and project teams throughout the planning, execution, monitoring and control of space-related programmes and projects, ensuring compliance with ESA processes, standards and performance objectives while contributing to the successful delivery of Directorate activities.

Specific tasks to be performed:

• 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 the 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 TOs the implementation of creation of SoWs for workplan activities;
• Support the preparation of the JCB 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 (including TEC-Support) and control in close coordination with the CAC Book Captains;
• Monitor and analyse TEC 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.

To successfully perform the above mentioned tasks, the following background / experience is required:

• University degree (Bachelor) from a recognised Institution of secondary studies or equivalent qualification in Business Administration (or Communications as relevant), with relevant experience.
• Experience in controlling and/or management of activities and resources in an international and multidisciplinary environment. For some tasks knowledge of Finance/Accounting may be required.
• Highly proficient in the use of modern activities and resource management support tools/databases of standard office automation support software packages including in particular advance usage of Excel (Ms-Office and in particular advanced use of Excel).
• Experience as user of SAP, Power BI and in particular ECC and SRM modules. Familiarity with relevant ESA corporate applications e.g. ESA-p is an asset.
• Ability to rapidly understand and adapt to ESA specific context and environment including ESA corporate IT applications. Past experience with ESA in relevant activities is an asset.
• Proficient in the English language, both written and spoken, knowledge of another official ESA language is an asset.

About ESA-ESTEC

The European Space Agency (ESA) has sites in several European countries.

The European Space Research and Technology Centre (ESTEC), has grown into ESA’s largest establishment and the technical and organizational hub of Europe’s space sector. Missions designed and tested at ESTEC are circling Earth, have landed on planetary bodies and have probed far into the Solar System.

The infrastructure and equipment assembled here, together with the expert knowhow of its 2800 personnel, make ESTEC a unique resource for Europe. The work done here by teams skilled in every aspect of engineering for space has enabled the creation of novel communication, navigation and information services, creating new jobs and growth while improving the lives of European and world citizens.