Contracts Specialist (Reserve list)

Job Posting Organization:
The European Space Agency (ESA) is an intergovernmental organization dedicated to the exploration of space. Established in 1975, ESA has grown to include 22 member states and employs over 2,200 staff members. The agency's mission is to shape the development of Europe's space capability and ensure that investment in space continues to deliver benefits to the citizens of Europe and the world. ESA operates across multiple countries, with its headquarters located in Paris, France, and various establishments throughout Europe, including the European Space Research and Technology Centre (ESTEC) in Noordwijk, the European Space Operations Centre (ESOC) in Darmstadt, and the European Centre for Earth Observation (ESRIN) in Frascati. ESA's projects encompass a wide range of activities, including Earth observation, human spaceflight, and satellite navigation, contributing to scientific knowledge and technological advancement in the space sector.

Job Overview:
The Contracts Specialist position is part of a Reserve list recruitment process initiated by ESA to address the ongoing demand for skilled professionals in contracts management. This role is crucial for supporting ESA's innovative space projects and programs. As a Contracts Specialist, you will be involved in various procurement actions, primarily focusing on open, restricted, and non-competitive tenders. Your responsibilities will include advising initiating authorities on legal and procedural matters, ensuring compliance with tendering and contracting processes, and maintaining a high level of independence to uphold transparency and impartiality. The position offers an opportunity to work closely with technical services and internal stakeholders, contributing to the successful execution of contracts and cooperative agreements. Inclusion in the Reserve list does not guarantee immediate employment but positions candidates for future opportunities within ESA, allowing for a fast-tracked recruitment process when relevant positions become available.

Duties and Responsibilities:
As a Contracts Specialist, your primary duties will include:

• Preparing documentation for tender actions, contracts, and cooperative agreements in collaboration with technical services.
• Providing guidance on legal and industrial policy measures throughout the tendering and contracting processes.
• Coordinating with ESA internal stakeholders at all procurement stages, including issuing invitations to tender and evaluating proposals.
• Monitoring the implementation of contracts and cooperative agreements, ensuring compliance with contractual provisions and industrial policy rules.
• Supporting the Contracts Officer in managing major contracts, including negotiating amendments and terminations.
• Building trusting relationships with Technical Officers and relevant teams, advising on tendering and contracting matters.
• Ensuring compliance with Key Performance Indicators (KPIs) and innovating procurement processes to enhance efficiency.
• Promoting awareness of ESA's tendering and contracting processes among stakeholders.
• Addressing administrative, contractual, legal, and industrial issues through direct interaction with industrial counterparts.

Required Qualifications:
Candidates must possess a vocational qualification (EQF level 5) in a relevant discipline. Additionally, they should have relevant professional experience in contracts and/or public procurement, ideally gained in a public administration setting, international organization, business, or specialized law firm. Strong communication skills, both oral and written, are essential, along with a customer-focused approach and sound judgment in problem-solving. Candidates should demonstrate discretion and integrity, with the ability to interact effectively with multiple international actors and work collaboratively in a team environment. Operational efficiency, excellent planning and organization skills, and the ability to manage multiple tasks simultaneously are also required. Candidates must be able to perform consistently under pressure and utilize IT tools for administrative tasks. Furthermore, the ability to understand and formulate contractual and legal texts in French and/or English is necessary.

Educational Background:
The educational background required for this position includes a vocational qualification at EQF level 5 in a relevant discipline. This may encompass fields such as law, business administration, or public procurement, providing a foundational understanding of the principles and practices relevant to contracts management and procurement processes.

Experience:
The position requires candidates to have relevant professional experience in contracts and/or public procurement. This experience should ideally be gained in a public administration setting, an international organization, a business, or a specialized law firm. Candidates should demonstrate a solid understanding of contract law, public procurement processes, and the ability to navigate complex legal and administrative environments effectively.

Languages:
Candidates must have proficiency in English and/or French, with the ability to understand and formulate contractual and legal texts in these languages. While proficiency in additional languages may be beneficial, English and French are considered mandatory for effective communication within the role and with international stakeholders.

Additional Notes:
This position is part of a Reserve list recruitment process, meaning that candidates will be pre-assessed and pre-approved for potential future vacancies. Inclusion in the Reserve list does not guarantee immediate employment but allows candidates to be fast-tracked for relevant positions as they arise. The Reserve list will remain active for a period of 24 months. The position may involve working in various locations, including Noordwijk (NL), Darmstadt (DE), Frascati (IT), Harwell (GB), and Paris (FR). ESA is committed to diversity, equity, and inclusiveness, welcoming applications from all qualified candidates regardless of gender, sexual orientation, ethnicity, religious beliefs, age, disability, or other characteristics. The agency values diversity and seeks to accommodate individuals with disabilities by providing necessary support in the workplace.