COMPAGNY

Founded in Lyon in 1998, ALCADIA is an engineering company and a key partner to major stakeholders and prime contractors in the nuclear and space industries. ALCADIA leverages and adapts its core expertise (functional analysis, dependability and safety engineering, etc.) to other high-tech industrial sectors with demanding technical and operational challenges.

From systems engineering and risk management to worksite supervision, commissioning, and operations & maintenance, ALCADIA supports its clients on a daily basis in the successful delivery of their projects.

The multidisciplinary background of its employees, combined with their autonomy, adaptability, and strong communication skills, enables ALCADIA to provide and implement the most appropriate resources to meet its clients’ expectations.

Through a management approach based on strong values such as accountability, trust, initiative, and continuous skills development through training, ALCADIA places employee fulfilment and success at the heart of its strategy. Motivated and committed professionals who fully invest themselves in the successful completion of their assignments are the driving force behind the company’s achievements.

DESCRIPTION

Type of contract: Full-time

Location:ESTEC, Noordwijk (The Netherlands) and/ or ECSAT, Harwell (United Kingdom) with remote support to the second site as required

Expected Start Date: From January 2027

MISSIONS

ALCADIA is seeking an experienced Project Administration and Procurement Support Officer to support ESA’s CIP programmes and projects.

The successful candidate will perform administrative, procurement, financial and database operations in close coordination with Project Controllers, Technical Officers, Project Managers, ESA Finance, Accounting and Contracts.

The position requires a high level of accuracy, autonomy, proactivity and respect for ESA procedures and audit requirements.

Procurement and Contract Administration

•  Create and process Purchase Orders, Work Orders, Contracts and Contract Change Notices and follow the associated approval workflows.

•  Implement RFXs and Shopping Carts in ESA-p after checking the completeness and correctness of the supporting information.

•  Implement contracts, Milestone Payment Plans and Advance Payment Tables and support the review of financial annexes and PSS forms.

•  Create and process Goods Receipt Notes, invoices, TEB nominations and small transactions, resolving ambiguities and maintaining a complete audit trail.

•  Support contract close-out and maintain procurement implementation documentation, templates and guidelines.

Data, Financial and Management Support

•  Collect, verify and update geo-return, procurement planning, payment milestone and manpower information in the relevant corporate systems.

•  Verify data accuracy, consistency and integrity across ESA-p/SAP, EROS, cost plans, forecasts, dashboards and reporting repositories.

•  Produce activity logs, statistics, KPIs, programme status tables, financial and manpower metrics and variance analyses.

•  Support the preparation of Programme Board reports, AC/IPC documentation and Member State requests and Letters of Support.

•  Support financial and management audits, financial closure exercises, tool testing, process transitions and action tracking.

•  Identify data or workflow issues, propose recommendations and implement approved corrections and process improvements.

SKILLS

We are looking for a detail-oriented and proactive professional holding a Bachelor’s degree in Business Administration, Finance, Procurement, Economics, Project Control, or a related field, with 3 to 5 years of experience working with procurement workflows, contracts, financial data, databases, and reporting within a structured and international environment.

The ideal candidate combines strong analytical and organisational capabilities with hands-on experience in project administration, procurement, contract administration, or financial control. They are comfortable working independently while coordinating with multiple stakeholders and ensuring accuracy, compliance, and efficiency across business processes.

Key qualifications and competencies:

• Proven experience in project administration, procurement, contract administration, or financial control activities.
• Practical knowledge of ERP and procurement systems, including structured approval workflows and transactional processes.
• Advanced proficiency in Microsoft Excel and Microsoft 365, with strong capabilities in reporting, data analysis, and data reconciliation.
• Ability to manage transactional activities accurately and autonomously while respecting procedures, deadlines, and quality standards.
• Strong analytical, organisational, communication, and stakeholder coordination skills.
• Good understanding of financial data management, audit trails, invoices, payments, contract documentation, and compliance requirements.
• Fluent written and spoken English. French would be considered an asset.

Desirable experience:

• Previous experience working with the European Space Agency (ESA), including ESTEC or ECSAT environments.
• Hands-on knowledge of ESA corporate tools and systems, including ESA-p/SAP, esa-star, EROS, WLMS/Planisware, and Power BI.
• Experience supporting geo-return activities, manpower planning, AC/IPC documentation, or Programme Board reporting.
• Experience contributing to financial or management audits, contract close-out activities, and process improvement initiatives.
• Good understanding of space programme procurement processes and institutional contracting frameworks.

This position would suit a highly reliable professional who thrives in a structured environment, demonstrates strong attention to detail, and is committed to delivering accurate and timely support to complex programmes and projects.