Key Skills

Job Description

We are looking for a Team Manager for our Procurement Administration Service to join our Akkodis Aerospace team, working onsite at the European Space Agency in the Netherlands. Akkodis has proudly supported the Aerospace & Defence industry in the Netherlands for decades. Our partnership with the European Space Agency (ESA) has been one of the many success stories allowing our people to expand their career horizons. Akkodis experts are contributing to some of the most important technical advances in Aerospace and Defence which impact the way we live our lives today, through specialised engineering expertise and other required skillsets. This could be your future. Become part of our successful team! Tasks to be performed: SERVICE MANAGEMENT Manage day-to-day service operations and lead the delivery team, ensuring effective resource allocation, workload planning and team engagement. Ensure activities are delivered on time, within scope and in line with agreed governance, quality, compliance and contractual requirements. Act as the primary contact between Akkodis and the Client, coordinating stakeholders and providing clear, timely updates on performance, progress and issues. Monitor KPIs, prepare and review performance reports, and promptly resolve or escalate operational bottlenecks, capacity risks and delivery deviations. Drive continuous improvement of processes, tools and collaboration, and lead risk assessment, mitigation and implementation of agreed corrective actions. TENDER PROCESS AND DOCUMENTATION SUPPORT - ADMINISTRATIVE SUPPORT Support the preparation, editing, publication and lifecycle management of Tender Action and contractual documentation, including minutes, clarifications, correspondence and agreements. Coordinate clarification requests, bidder registration and submission queries, signatures, tender follow-up and communication with internal and external stakeholders. Maintain tender planning, filing, traceability logs and procurement data, and operate relevant tools such as ESA-p, ESA-star and Microsoft 365. Check procurement classifications, entity codes and provisions, and provide procedural and tool support to Contracts Officers, specialists and industry. Support audits, IT developments and the organisation and assignment of Tender Actions, ensuring accurate and efficient data collection and record keeping. ADMINISTRATION, SECRETARIAL AND COORDINATION SUPPORT FOR CFO-C Handle information requests, correspondence, documentation, action lists and filing, referring matters to the appropriate ESA staff where required. Prepare meeting minutes, reports and internal or external communications, and maintain information tools such as SharePoint. Ensure documentation is correctly authorised, securely marked and compliant with Agency rules and relevant reporting guidelines. Support the preparation and approval of AC/IPC and other reporting documents, as well as general administration, shipments and express mail. EVENTS AND MISSION PLANNING Plan and coordinate meetings, agendas, accommodation, visitors and logistics, acting as the focal point for Division or Service activities. Support the organisation of workshops, conferences and other events, including access control and on-site visitor assistance. Coordinate business travel and missions, including transport, flights, hotels, visas, site access, mission requests, claims and reimbursements. Review mission requests and orders for urgency, completeness, clarity and value for money, liaising proactively with requestors, action owners and the travel office. Provide travellers with relevant information and resolve travel-related issues, conflicts and unforeseen events. To successfully perform the above mentioned tasks, the following background / experience is required: Bachelor degree on Business Administration or another relevant discipline. At least 10 years of relevant secretarial / administrative experience, preferably within an international environment, combined with a few years of team management experience. Ability to manage the Service in terms of oversight and reporting, planning & coordination, quality management, risk and change management, within boundaries of the Service Contract. Proficiency in team and people management in demanding environments. Exceptional ability to manage relationships with multiple stakeholders. E.g.: Client's Technical Officers, Client’s internal teams, Client’s external partners, engaged Akkodis’ subcontractors. Strong negotiation and communication skills, to mediate between stakeholders while ensuring alignment and addressing expectations. Experience in monitoring key performance indicators (KPIs) to ensure service success, timely delivery, and project compliance. Ability to identify opportunities for improvement in service processes and to implement changes for increased efficiency and effectiveness. Highly detail-oriented, ensuring that all documentation, financial records, and reports are delivered timely and accurate, compliant, and aligned with both Akkodis and Client’s standards. About ESA-ESTEC The European Space Agency (ESA) has sites in several European countries. The European Space Research and Technology Centre (ESTEC), has grown into ESA’s largest establishment and the technical and organizational hub of Europe’s space sector. Missions designed and tested at ESTEC are circling Earth, have landed on planetary bodies and have probed far into the Solar System. The infrastructure and equipment assembled here, together with the expert knowhow of its 2800 personnel, make ESTEC a unique resource for Europe. The work done here by teams skilled in every aspect of engineering for space has enabled the creation of novel communication, navigation and information services, creating new jobs and growth while improving the lives of European and world citizens. Please send your CV to [email protected] as soon as possible

Core Responsibilities

Lead day-to-day procurement administration service operations, manage the delivery team, monitor performance and risks, and coordinate with the client and other stakeholders. Oversee tender and contract documentation, administrative support, reporting, meetings, events, and business travel.

Requirements

A bachelor’s degree in Business Administration or another relevant discipline and at least 10 years of relevant secretarial or administrative experience are required, along with several years of team management experience. The role also requires strong service oversight, people and stakeholder management, communication and negotiation, KPI monitoring, process improvement, and meticulous documentation skills.