Document Management Support Assistant

Document Management Support Assistant

ESO – European Southern Observatory

Garching, Germany

The European Organisation for Astronomical Research in the Southern Hemisphere (ESO) is the foremost intergovernmental astronomy organisation in Europe and the world’s most productive ground-based astronomical observatory. ESO carries out an ambitious programme focused on the design, construction and operation of powerful ground-based observing facilities enabling astronomers to make important scientific discoveries.

ESO operates three unique world-class observing sites in northern Chile: La Silla, Paranal and Chajnantor (home to ALMA), and the ESO Headquarters are located in Garching, near Munich, Germany.

At Paranal, ESO operates the Very Large Telescope, the world’s most advanced visible-light astronomical observatory, and will host and operate the southern array of the Cherenkov Telescope Array, the world’s largest and most sensitive high energy gamma-ray observatory. ESO is a major partner in ALMA. On Cerro Armazones, ESO is building the 39-metre Extremely Large Telescope (ELT), which will become “the world’s biggest eye on the sky” and whose operations will be fully integrated into the Paranal Observatory.

Due to the need for additional resources within the Directorate for Science at its Headquarters in Garching, near Munich, Germany, ESO is advertising the position of Document Management Support Assistant.

ESO’s Information Repository team which is part of the Library, Documentation and Information Services (LDIS) department is in charge of the organisation-wide product and document management system (PDM).

The Information Repository guarantees that ESO’s documentation is controlled, up-to-date, accessible, preserved, and auditable. It encourages standardised practices and controlled processes for handling documentation and works in close collaboration with the Quality and Information Systems Programme (QIS) to build synergies with other organisational areas and tools (ERP, CMMS, CAD VAULT).

As the Document Management Support Assistant, you will support the Information Repository team by providing user assistance and ensuring the consistency of the repository structure. In particular you will assist the Information Repository Manager in operating the current system and deploying it organisation-wide and will support the Information Repository System Administrator in helpdesk and other user-facing activities.

The tasks described below are not exhaustive and a flexible approach and willingness to adapt are required.

Main Duties and Responsibilities:

Document management system administration support

• Maintain the document management system administration (configuration of access groups, access profiles, approval lifecycles, document types, metadata fields) and keep the system documentation up to date;
• Align the system configuration in all workspaces;
• Support user access rights;
• Establish new working areas with multi-level folder structures and attributes when required;
• Review, restructure and improve the use of existing working areas as required;
• Create new templates and update existing document templates (Word, Excel, PowerPoint);
• Support the ESO Information Team in defining and implementing new workflows;
• Initiate and follow up on tickets/problem reports with the software vendor and with IT support;
• Assist the Information Repository team with the mass upload of documents, including data validation and completeness checks;
• Perform general health and consistency checks of different workspaces within the documentation management system;
• Maintain the intranet web pages;
• Participate in meetings with documentation assistants, vendor and stakeholders;
• Support the ESO Information Repository Manager with administrative activities (meeting minutes, organisation of stakeholder meetings).

User Support

• Act as the main central point of contact for Document Controllers/Administrative Assistants;
• Provide user assistance and helpdesk services;
• Prepare and update user and technical documentation (user manuals, workflows, instructions, procedures, log books);
• Prepare tutorials for end-users and for Document Controllers/Administrative Assistants;
• Prepare and deliver trainings to end-users.

Data cleaning

• Support the preparation of migration activities between document management systems (e.g. data cleaning, data preparation, data validation).

Reports to:

ESO Information Repository Manager.

Key Competences and Experience:

Essential Competences and Experience

• Proven experience in document management and thorough knowledge of document management processes;
• Experience with electronic document management tools;
• Demonstrated experience in user support with a service-oriented personality and friendly approach;
• Advanced Microsoft Office skills (in particular, Excel, Word, PowerPoint);
• Experience with Microsoft products (OneDrive, Teams, SharePoint);
• Excellent organisational skills, resilience and strive for continuous improvement;
• Systematic and structured way of working with a prominent quality mindset and attention to detail;
• Excellent written and oral communication skills and ability to synthesize complex concepts in a clear and concise way;
• Excellent communication skills and comfortable speaking in front of people (trainings, presentations, tutorials);
• Ability to deliver qualitative output under time pressure;
• Be at ease working within multi-cultural teams;
• Ability to prioritise and organise work independently;
• Ability to work both independently and collaboratively in a small team and be a strong team player.

Desirable Competences and Experience

• Experience using JIRA software tools;
• Ability to adapt to new procedures and to proactively identify means to optimise current processes;
• Understanding of Configuration Management principles or willingness to learn new concepts.

Qualifications:

Essential educational level

• Bachelor’s degree or equivalent in Information Sciences and related areas;
• At least 2 years of previous relevant work experience in a similar role (document controller, documentalist, archivist, records manager, information professional, helpdesk support).

Language skills:

The position requires an excellent command of written and verbal English.

Remuneration and Contract:

We offer an attractive remuneration package including a competitive salary, comprehensive health insurance, educational and other social benefits, as well as financial help in relocating your family and support to place your child/children in daycare.

Our Salary Structure

ESO’s salary structure is based upon a range of career paths which reflect the nature and level of our jobs. Each career path is made up of two or three grades which are used to further reflect experience.

Please follow this attached link for more details https://www.eso.org/public/jobs/conditions/intstaff/salary-structure/.

ESO aims to support members of personnel in maintaining a good work-life balance (https://www.eso.org/public/jobs/conditions/intstaff/#work-life-balance) between their professional and private life. ESO is also committed to offering family-friendly support (https://www.eso.org/public/jobs/conditions/intstaff/#family-friendly-support), creating a work environment and policies which allow staff to balance their professional and private responsibilities through flexible working arrangements and financial support for families.

The initial contract is for a fixed term duration of one year with the possibility of a fixed-term extension of one year subject to individual performance and organisational requirements and as defined in the applicable policies and Staff Rules and Regulations. For any further information, please visit https://www.eso.org/public/jobs/conditions/paidassoc/.

Duty Station: Garching near Munich, Germany.
Career Path: III

Application:

If you are interested in working in areas of frontline science and technology and in a stimulating international environment, please visit http://www.eso.org for further details.

Applicants are invited to apply online. Applications must be completed in English and should include a motivation letter and CV. Within your CV, please provide the names and contact details of three persons familiar with your work and willing to provide a recommendation letter upon request. Referees will not be contacted without your prior consent.

Closing date for applications is 7 June 2024.

Interviews are expected to start soon after this date.

ESO Values:

An important element in any successful employment relationship is harmony in values between an organisation and its people.

The ESO Values are

ESO strives for excellence through innovation.

ESO provides outstanding services to its communities.

ESO fosters diversity & inclusion.

ESO believes in the key role of sustainability for its future.

Achieving the above are recognized as only possible on the basis of personal values and attitudes that we expect from our employees: respect, integrity, accountability, commitment, collaboration, and clear & open communication.

Applicants to any ESO role are asked to reflect on their affinity with these values and advised they may be asked about them if called for interview.

Diversity:

ESO has established diversity as an important value of the Organisation, is committed to providing an equal opportunities environment and is actively seeking to promote a diverse, equitable and inclusive workforce. Please visit https://www.eso.org/public/about-eso/sustainability/dei-at-eso/ for further details.

Nationality:

No nationality is in principle excluded from employment at ESO, however, recruitment preference will be given to nationals of our Member States, host states and strategic partners: Australia, Austria, Belgium, the Czech Republic, Denmark, Finland, France, Germany, Ireland, Italy, the Netherlands, Poland, Portugal, Spain, Sweden, Switzerland, the United Kingdom and Chile, irrespective of gender, age, disability, sexual orientation, ethnicity or religion.

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