- 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 a. create and implement Purchase Order, Work Orders, Contract and CCN objects in the related systems and following up on approval flow;
- Implement RFXs & Shopping Carts in ESA-p after verification of the proper information and documentation provided;
- Support inputs clarifications and follow up on actions and status of Purchase Orders created by Purchase Office;
- Implement contracts in ESA-p based on the agreed Milestone Payment Plan (MPP) and Advance Payment table when required;
- Collect geo-return information and perform approved updates in corporate systems. Ensure consistency of data across EROS, cost plans and planning forecasts;
- Support the update and verification of Geo-return dashboard information at both Programme and Project level;
- Support the update and verification of procurement planning dashboard information at both Programme and Project level;
- Create and process Goods Receipt Notes (GRNs) in ESA-p clarifying any ambiguities or issues and follow up on approval flow. Handle the approval process in line with audit requirements, ensuring the audit trail is prepared;
- Create and process invoices in ESA-p, clarifying any ambiguities or issues and follow up on approval flow;
- Create TEB Nominations in ESA-Star
- Implement and process small transactions (Z-payments);
- And update the ESA estimation dates for payment milestones in ESA-p;
- Support contract close-out activities and handle the nominal operational and analytical processes required to close contracts;
- Produce and maintain procurement process implementation documentation and guidelines;
- Support the review of Contract / Work Order financial annexes / PSS forms for accuracy and correctness before ESA-p implementation in close coordination with Project or Business Control;
- 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.
- Bachelors degree in a relevant field;
- Experience in procurement administration, including purchase orders, contract creation, and compliance tracking.
- Strong knowledge of ESA procurement processes and corporate systems (e.g., ESA-p, ESA-Star) is a big plus.
- Understanding of procurement workflows, from request creation to approval and final implementation.
- Experience in managing and maintaining procurement databases and dashboards.
- Ability to perform end-to-end procurement tasks, including:
- Purchase Order and Work Order creation.
- RFx & Shopping Cart implementation in ESA-p.
- Milestone Payment Plan (MPP) updates.
- Invoice processing and tracking in ESA-p.
- Contract and transaction execution.
This job is located in Noordwijk, Netherlands or Harwell, UK.
If you think you have what it takes for this job, please send your CV (in English and in Word or PDF) to Kalina Traykova, by clicking on the button “Apply for this job” quoting job NL-HP-25044.
An exciting and dynamic international working environment awaits you!
Inclusive and committed employer, our company works every day to combat all forms of discrimination and promote a respectful working environment. That's why, committed to gender diversity and overall inclusivity, we encourage all applications and profiles.
