Team Lead Procurement Administration Service.

Akkodis; Noordwijk; On-site; EUR 90,000 - 120,000; Full time

Job summary

Akkodis is seeking a Team Lead Procurement Administration Service to join the Akkodis Aerospace team on-site at the European Space Agency in the Netherlands. You will manage daily service operations, lead a delivery team, coordinate with clients and stakeholders, and drive KPI-based performance and continuous improvement across tendering, documentation, and events.

The role demands a Bachelor’s degree in Business Administration and 10+ years of relevant experience, with strong negotiation and

Qualifications

• Bachelor degree in Business Administration or related field.
• At least 10 years of secretarial/administrative experience with some team management.
• Ability to oversee service planning, reporting, quality, risk and change management.
• Proven people management in demanding environments.
• Strong negotiation and communication skills to align stakeholders.
• Experience in monitoring KPIs to ensure service success.
• Detail-oriented, ensuring accurate documentation and records.

Responsibilities

• Manage day-to-day service operations and lead the delivery team.
• Coordinate with the client and stakeholders, providing clear updates.
• Monitor KPIs, prepare performance reports, resolve bottlenecks.
• Drive continuous improvement of processes and tools.
• Plan and coordinate events, travel and mission logistics.
• Support tender actions, documentation and audits.
• Prepare meeting minutes and maintain SharePoint.

Skills

Team leadership

Stakeholder management

Negotiation

Communication

KPI monitoring

Risk & change management

Process improvement

Education

Bachelor of Business Administration

Tools

ESA-p

ESA-star

Microsoft 365

SharePoint

Job description

We are looking for a Team Lead Procurement Administration Service. 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!

Tasks to be performed:

SERVICE MANAGEMENT

• Manage day-to-day service operations and lead the delivery team, ensuring effective resource allocation, workload planning and team engagement.
• Ensure activities are delivered on time, within scope and in line with agreed governance, quality, compliance and contractual requirements.
• Act as the primary contact between Akkodis and the Client, coordinating stakeholders and providing clear, timely updates on performance, progress and issues.
• Monitor KPIs, prepare and review performance reports, and promptly resolve or elevate operational bottlenecks, capacity risks and delivery deviations.
• Drive continuous improvement of processes, tools and collaboration, and lead risk assessment, mitigation and implementation of agreed corrective actions.

TENDER PROCESS AND DOCUMENTATION SUPPORT - ADMINISTRATIVE SUPPORT

• Support the preparation, editing, publication and lifecycle management of Tender Action and contractual documentation, including minutes, clarifications, correspondence and agreements.
• Coordinate clarification requests, bidder registration and submission queries, signatures, tender follow-up and communication with internal and external stakeholders.
• Maintain tender planning, filing, traceability logs and procurement data, and operate relevant tools such as ESA-p, ESA-star and Microsoft 365.
• Check procurement classifications, entity codes and provisions, and provide procedural and tool support to Contracts Officers, specialists and industry.
• Support audits, IT developments and the organisation and assignment of Tender Actions, ensuring accurate and efficient data collection and record keeping.

ADMINISTRATION, SECRETARIAL AND COORDINATION SUPPORT FOR CFO-C

• Handle information requests, correspondence, documentation, action lists and filing, referring matters to the appropriate ESA staff where required.
• Prepare meeting minutes, reports and internal or external communications, and maintain information tools such as SharePoint.
• Ensure documentation is correctly authorised, securely marked and compliant with Agency rules and relevant reporting guidelines.
• Support the preparation and approval of AC/IPC and other reporting documents, as well as general administration, shipments and express mail.

EVENTS AND MISSION PLANNING

• Plan and coordinate meetings, agendas, accommodation, visitors and logistics, acting as the focal point for Division or Service activities.
• Support the organisation of workshops, conferences and other events, including access control and on-site visitor assistance.
• Coordinate business travel and missions, including transport, flights, hotels, visas, site access, mission requests, claims and reimbursements.
• Review mission requests and orders for urgency, completeness, clarity and value for money, liaising proactively with requestors, action owners and the travel office.
• Provide travellers with relevant information and resolve travel-related issues, conflicts and unforeseen events.

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

• Bachelor degree on Business Administration or another relevant discipline.
• At least 10 years of relevant secretarial / administrative experience, preferably within an international environment, combined with a few years of team management experience.
• Ability to manage the Service in terms of oversight and reporting, planning & coordination, quality management, risk and change management, within boundaries of the Service Contract.
• Proficiency in team and people management in demanding environments.
• Exceptional ability to manage relationships with multiple stakeholders. E.g.: Client's Technical Officers, Client’s internal teams, Client’s external partners, engaged Akkodis’ subcontractors.
• Strong negotiation and communication skills, to mediate between stakeholders while ensuring alignment and addressing expectations.
• Experience in monitoring key performance indicators (KPIs) to ensure service success, timely delivery and project compliance.
• Ability to identify opportunities for improvement in service processes and to implement changes for increased efficiency and effectiveness.
• Highly detail-oriented, ensuring that all documentation, financial records, and reports are delivered timely and accurate, compliant, and aligned with both Akkodis and Client’s standards.

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.