Are you a documentalist with a Bachelor’s degree and at least 4 years of experience? Do you have experience in handling confidential information?

We are looking for a Documentalist who will join the Octagon Professionals projects team at the European Space Agency in Noordwijk (ESTEC). Read more about this exciting opportunity and apply today!


  • Gathering of deliverable documents from the project Industrial Consortium, principal Investigators, Technical Officers and in-house experts.
  • Document registration, distribution and archiving, as well as the provision of reproduction services as needed.
  • Handling confidential and export controlled information (e.g. ITAR) and access rights of users with respect to these deliverables.
  • Provide assistance in documentation handling to the Project Scientific Institutes / Principal Scientists Teams and supporting users in retrieving documents from sources like Eclipse, FTPs.
  • Build up and maintenance of the Project document registration/filing system, acting as a point of contact for all the Project interfaces for documentation/administrative tools.
  • Create all reviews platforms in a specific tool as Eclipse (e.g. PDRs, CDRs…).
  • Coordinate the setup of various internal and external file exchanging platforms (e.g. FTP).
  • Support to enhancements of the document management system and concepts, and of future improvements.
  • Provision of support to the Project Control and Product Assurance.
  • Sections in the processing of RfDs, RfWs, DCRs, DCNs, CCNs, keeping track of them and providing overviews.
  • Provision of various logistic and administrative support to the Project.
  • Preparation of memo and letters.


  • Bachelor’s degree from a recognized institution of secondary studies or equivalent and at least 4 years of experience.
  • Deep knowledge and demonstrated sound experience with a document management system, the setup of project reviews and the set-up of the document exchange system between multiple entities (ESA, industry, scientific institutions).
  • Experience in all the implemented phases of a mission, composed by multiple international interfaces; such experience in a Scientific mission is a definite asset.
  • Experience in the administration and documentation management matters for the launch campaign, previous participation in at least one launch campaign is an asset.
  • Clearance to handle export controlled documentation (e.g. ITAR) and have sound experience in handling confidential and export controlled documentation.
  • Experience in the support of the logistics and administration of a Space Project.
  • Proficiency in MS Office packages.
  • Organization, with attention to details and the ability to work under pressure and stringent schedule.
  • Excellent communication skills, have a distinctive customer focus and be a strong team player.
  • General interest in and a good understanding of technical, programmatic and policy issues of ESA Scientific Programmes.
  • Proficiency in the English, French and the Dutch languages is a mandatory requirement

We offer:

  • Attractive remuneration package and advice on tax-free benefits.
  • Up to 30 vacations days & additional 12 public holidays based on the 40h working week.
  • Advice from our Learning & Development Specialist on most suitable training/courses.
  • Extra budget and up to 5 extra days off for your professional development.
  • Pension contribution to a tailor-made pension scheme.
  • A yearly subscription to the ESTEC gym facilities and a swimming pool.
  • Assistance with relocation in case you are moving to The Netherlands from abroad.

Ready for this new challenge? Apply now and let’s get in touch!

Octagon Professionals International is a full-service recruitment and HR services firm with 30 years of experience in the European and international market. Our large network of professionals across multiple functional areas and multi-national team provide flexible solutions customized to individual client needs.

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Job Location:
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Start Date: TBD
Salary: Competitive package
Consultant: Aleksandra Ciura
+31 (0)70 3249 300
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