Business Control & Administration Manager

Job Requisition ID: 18760

Date Posted: 2 July 2024

Application Deadline: 30 July 2024 23:59 CET/CEST

Publication: Internal & External

Type of Contract: Permanent

Directorate: Directorate of Technology, Engineering and Quality

Workplace: Noordwijk, NL

Grade Band: A2 - A4

Location
ESTEC, Noordwijk, Netherlands

Description
Business Control and Administration Manager in the Programme/Project Control and Management Support Section, Management Support Office, Directorate of Technology, Engineering and Quality (D/TEC).

The Programme/Project Control and Management Support Section contributes to the smooth operations of the Directorate and the efficient management of its resources and technical infrastructure, as well as facilitating cross-departmental cooperation. Within this domain of competence, the Section is responsible for the management, control and administrative support functions required to execute the programmes, projects and activities under the responsibility of the Directorate.

You will be assigned to one or more of the D/TEC Departments/Offices and will directly assist and advise the Head(s) of Department/Office in the definition and implementation of the specific goals, strategy and objectives of their Department(s)/Office(s). In this role, you will report functionally to the Head(s) of the Department(s)/Office(s) to which you have been assigned on a rotational basis but will remain under the hierarchical responsibility of the Programme/Project Control and Management Support Section.

Duties
Your tasks and responsibilities will include:

• managing a team of controllers and administrators with accountability for all delegated resources and activities while ensuring a positive and motivating working environment;
• distributing and assigning tasks to the members of the team, monitoring and managing their performance and providing timely and regular feedback;
• implementing and operating uniform procedures across the Directorate and information systems for the management and control of the Directorate’s activities, ensuring proper coherence and quality of data;
• participating in the definition of efficient processes, methods and tools, with particular emphasis on continuous improvement to minimise the administrative impact on the Directorate’s workforce;
• coordinating, on behalf of the Head(s) of Department/Office, the preparation and consolidation of the Departmental/Office annual budget for all activities and resources and establishing the related work and procurement plans;
• facilitating the timely initiation of the agreed work/procurement plans, implementing a proactive control function (including proper cost and schedule planning) and performing the necessary analysis to support regular reporting and the related decision-making process;
• monitoring the implementation of the Departmental/Office activities and performing delegated control and approval functions in compliance with the Agency's rules and regulations, standards and best practices;
• planning and controlling the utilisation of the Directorate’s infrastructure (including laboratories and test facilities, IT, offices, as relevant) and supporting consolidation at Directorate level;
• supporting the implementation of a proactive workforce management function for the Directorate (for both staff and contractors), including workforce planning, recruitment, functional and integrated support, and competency evolution;
• contributing to the risk management function through the identification of potential problem areas, analysis of their impact and proposal of remedial actions;
• supporting the consolidation of the industrial geographical return reports and the execution of related analysis;
• supporting, if and when needed, other activities within the Office’s field of competence;
• identifying, assessing, managing and reporting the health and safety risks in your area of responsibility.
  

Technical competencies
General background and specific experience in the technical domains covered by the position

Good knowledge or experience of the financial regulatory framework systems

Budgeting, cost control and resources and activities planning

Knowledge of ESA's internal operations and management frameworks

Experience in corporate/legacy management tools and working methods

Experience in dealing with ESA contracts, in particular those related to R&D

Knowledge of the Directorate's business controlling processes and funding sources

Behavioural competencies
Result Orientation
Operational Efficiency
Fostering Cooperation
Relationship Management
Continuous Improvement
Forward Thinking

Education
A master's in engineering or business administration is required for this post.

Additional requirements
A solid working background in the disciplines related to the above-mentioned tasks would be a distinct asset. A strong sense of discretion, client orientation and a good understanding of resource management are essential requirements, as is solid proficiency in IT tools. Previous experience in a controlling function or in a Technical Officer role would be an asset.

In addition, you should have:

• the potential to manage individuals or a team of Business Controllers;
• the ability to organise their activities and ensure a motivating work environment;
• strong leadership capabilities, with proven relationship management and communication skills;
• the ability to drive your team’s performance, developing your people by encouraging learning, delegating responsibility and giving regular and constructive feedback;
• strong problem-solving skills to deal with day-to-day operational challenges, together with demonstrated planning and organisational skills;
• strong result orientation with the ability to set priorities and present practical solutions both orally and in writing;
• the ability to manage challenging situations proactively and constructively and to be customer focused;
• the ability to represent the Directorate in interfaces with internal and external entities.

People management experience would be an asset, as would international experience, i.e. outside your home country, as well as experience in diverse functional areas relevant to ESA activities.

Diversity, Equity and Inclusiveness
ESA is an equal opportunity employer, committed to achieving diversity within the workforce and creating an inclusive working environment. We therefore welcome applications from all qualified candidates irrespective of gender, sexual orientation, ethnicity, beliefs, age, disability or other characteristics. Applications from women are encouraged.

At the Agency we value diversity, and we welcome people with disabilities. Whenever possible, we seek to accommodate individuals with disabilities by providing the necessary support at the workplace. The Human Resources Department can also provide assistance during the recruitment process. If you would like to discuss this further, please contact us via email at [email protected].

Important Information and Disclaimer
In principle, recruitment will be within the advertised grade band (A2-A4). However, if the selected candidate has less than four years of relevant professional experience following the completion of the master’s degree, the position may be filled at A1 level.

During the recruitment process, the Agency may request applicants to undergo selection tests. Additionally, successful candidates will need to undergo basic screening before appointment, which will be conducted by an external background screening service, in compliance with the European Space Agency's security procedures.

Note that ESA is in the process of transitioning to a Matrix setup, which could lead to organisational changes affecting this position.

The information published on ESA’s careers website regarding working conditions is correct at the time of publication. It is not intended to be exhaustive and may not address all questions you would have.

Nationality and Languages
Please note that applications can only be considered from nationals of one of the following States: Austria, Belgium, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania, Spain, Sweden, Switzerland, the United Kingdom and Canada, Latvia, Lithuania, Slovakia and Slovenia.

According to the ESA Convention, the recruitment of staff must take into account an adequate distribution of posts among nationals of the ESA Member States*. When short-listing for an interview, priority will first be given to internal candidates and secondly to external candidates from under-represented Member States*.

The working languages of the Agency are English and French. A good knowledge of one of these is required. Knowledge of another Member State language would be an asset.

*Member States, Associate Members or Cooperating States.

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