Project Administration Support

ATG Europe; Noordwijk; On-site; EUR 40,000 - 60,000; Full time

Job summary

ATG Europe seeks a Project Administration Support specialist to assist the Head of CIP & Industry Partnership Office for ESA, based in Noordwijk, NL, or Harwell, UK. The role focuses on management support, resource planning, and reporting to ensure coherent project execution.

You will support project controllers, procurement processes, and data management across CADM, financials, schedules and KPIs, with emphasis on process improvement and compliance in a regulated aerospace environment.

Qualifications

• 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 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.
• Fluency in English, both written and spoken.
• Candidates must be eligible to live and work in the EU (or UK).

Responsibilities

• Provide support 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 related systems and propose service improvements.
• Support procurement activities in related systems, providing oversight and follow up to internal clarifications, issues, requests for information, approvals, and statistics.
• Support the receipt and distribution of requests and Letters of Support from Member States.
• Plan and coordinate with Technical Officers the creation of Statements of Work for workplan activities.
• Prepare Programme board status reports and KPI progress tables.
• Provide reporting such as activity logs, statistics, KPI flags, and manpower metrics with variance analysis.
• Produce and maintain procurement process documentation and guidelines.
• Provide inputs and recommendations for process optimisation for procurement support activities and tasks.
• Support changes or improvements in ESA’s procurement process and the transition to new procurement tools.
• Support manpower planning and control in coordination with CAC Book Captains.
• Monitor manpower bookings versus planning and communicate corrections for re-bookings.
• Assist in audits, trainings, and data quality checks.

Skills

English fluency

Education

Master’s degree in Engineering/Business/Info Management

Tools

Microsoft Project

Oracle Primavera

Deltek Acumen

Visio Professional

Office Timeline

Microsoft 365 Office

SharePoint

Symbio/Zenith (QMS)

Data Management Systems

SAP

Monte Carlo scheduling 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.

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 relatedTechnicalfield;

• At least4 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;

  • Deltek Acumen;

  • Visio Professional;

  • 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.

• Due date: 2026-09-23