Administrator – Cost, Project & Contract Support

Job Description:

We are looking for a motivated Administrator to provide support in cost centre management, procurement, reporting, and administrative coordination.

The role involves preparing financial forecasts and dashboards, managing procurement activities, monitoring the lifecycle of software products, and coordinating vendor relations. The successful candidate will also contribute to the development of reporting tools, maintain internal procedures, and support training organisation.

The Administrator is also tasked to perform support functions for the entire Mission Operations Infrastructure IT & OCC section. The administrator collaborates closely with the ESA staff working in the section as well as to the other stakeholders such as the Service Delivery Managers and Engineers to ensure that services are delivered and activities are implemented within the given timeframe.

Key Responsibilities

• Supports cost centre management: costs forecasting, costs allocation, Accruals, using CMIT (Cost Module Input Table), CMIT review and updates

• Prepares dashboards and reports for audits and financial planning.

• Supports procurement processes: triggers contract renewals, requests quotations, submits shopping carts, maintains/updates the procurement database

• Monitors Lifecycle of SW products.

• Coordinates vendor relations and procurement documentations.

• Produces monthly reports.

• Performs monthly audit of related assets

• Develops reporting tools using Data analytics tool

• Maintains procedures and internal working practices library.

• Provides administrative support (missions, travel bookings, reimbursements, timesheets, vendor portal management).

• Contributes to training organisation, and recruitment activities.

• Chairs the monthly Service Lifecycle meeting

Essential Skills and Qualifications

• Experience in administration with exposure to cost control, finance, or project support.

• Knowledge of ERP systems (SAP preferred).

• Very good Excel skills and knowledge in Microsoft Office package

• Understanding of procurement and contract lifecycle processes.

• Strong organisational and multitasking abilities.

• At least B2 written and verbal communication skills in English.

Desirable

• knowledge of data analytics tools is highly desirable

• Basic IT knowledge

• Familiarity with ESA procurement processes.

• Experience drafting procedures and supporting audits.

Seniority:

Expert