Are you a professional with at least 3 years of secretarial experience? Are you fluent in the English language, both written and spoken?

We are looking for a Procurement and Industrial Policy Administrative Support for a temporary position for the period of 7.5 months, who will join the Octagon Professionals projects team at the European Space Agency in Noordwijk (ESTEC).

Your responsibilities:

  • Day-to-day support to Unit personnel regarding business travel arrangements, leave management, coordination of training.
  • Dealing with incoming telephone calls and information requests.
  • Analyzing incoming correspondence and documentation and managing the distribution of outgoing correspondence and documentation.

Provision of various logistic support to the Unit:

  • Arrivals (office, phone, computer, security, access to databases, information systems) and departures (deregistration, etc.) of Unit personnel.
  • Ordering of office supplies and maintenance of stationary.
  • Room and resource bookings for meetings and/or events falling under the responsibility of the Unit.
  • Administration and handling of shipment of goods and express mail.
  • Tasks related to documentation management, distribution/registration of mail and documents.
  • Organization of agenda and meetings.
  • Maintaining documents libraries for the Unit.
  • Maintaining and following up action lists for the Unit and take minutes of coordination meetings for the Unit.
  • Participation in the organization of events.
  • Participation in the preparation and the publication of internal and external documents, including editing and proofreading, of Procurement Process specific documentation.
  • Data collection, extraction from various Corporate applications (e.g. SAP, PRISMA) and from various internal sources and data consistency checking and coherence analysis.
  • Participate in the yearly review elaboration of the Contract Action (CAP) file provided by Initiators, Along with the year inputs, and keep the CAP file up to date.
  • Follow up and send reminders ( TO, CO), Report to Head of the service on overload, and delays.
  • Coordinate with Project Controllers (or “BCAMs”) for the creation of SAP objects and the availability of required supporting documents (SoW, ITT package, TEB Repor).
  • Input and timely follow up the electronics tools used by the Procurement Department to support the Contracts Officers during the execution of the Procurement process. ( SAP, Sharepoint).


  • Proficient in the English language, both written and spoken; knowledge of another official ESA language is an asset.
  • High level of flexibility as well as initiative and team spirit.
  • Easy contact with personnel and well-balanced autonomy in the execution of the requested tasks.
  • Rigor, commitment, and reliability in the execution of the assigned tasks.
  • Highly proficient with modern electronics office automation tools, in particular, Microsoft Office suite and electronic mailing (preferably Lotus Notes).
  • Ability to communicate with industry counterparts in the execution of unit-specific tasks.
  • Capacity to identify priority actions and handle high workloads.
  • Familiarity with the ESA working environment in a similar position is a distinct advantage.

We offer:

  • Attractive remuneration package and advice on tax-free benefits.
  • Up to 30 vacation 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 markets. 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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Start Date: 16/06/2021
Salary: competitive package
Consultant: Sara Cruz
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