Documentalist [26004]

Receive incoming deliveries including:

• Transfer of files from data sources such SFTP physical support media or shared drives to work areas
• Check the received files against the NAV CADM rules and document verification checklists
• Identify non compliances to the applicable CADM rules for the contract and interface with the sender to correct the files
• Check if the documents received contain Export Control information or other specific NTK restriction(s) and apply their specific procedures
• Upload the documents to the Unclassified Eclipse taking into account the project the documents belong to and if the documents contain Export Controlled and/or or other specific NTK restriction.
• Fill the metadata in Eclipse for each uploaded file
• Identification or creation of target areas for final repository of files including folders and logical groups (collection libraries etc)
• Transfer of selected files to shared drives SharePoint and alike
• Modification of meta-data as corrective measure if required
• Modification of Service Provider input sheets e.g. wrong text or XML delivered
• Modification of meta-data in Eclipse as required
• Generation and update of records for NAV unclassified documentation flow tracking system
• Prepare and return DN Reception Confirmation messages (also called countersignatures) to senders

Filing incoming deliveries including:

• Identify deficiencies in received DPs and take action with senders
• Update the DP tracking list with actual status
• Escalate issues to responsible CM for further resolution if necessary
• File upload update or deletion from target repositories

Archiving activities including:

• General health and consistency check of repositories in the Eclipse
• Transfer of selected files to shared drives SharePoint or applications alike
• Transfer of physical media (HDD/CD/DVD/USB) to dedicated storage areas
• Prepare the DNs for outgoing deliveries
• Send notification emails announcing the delivery
• Identify and check the documents required for the delivery
• Identify if files contain Export Controlled information or other specific NTK restriction(s) and apply the procedures for delivering such information (i.e. use and approved encryption tool and send the password using different communication means)
• Record the status of the delivery
• Perform the physical transfer of the files
• Follow-up the countersigned DN
• Manage access to external parties for reviews
• Prepare the required collections in the Eclipse eRID tool
• Provide access to the eRID tool based on the provided access list

- Outgoing deliveries including:

• Prepare and support reviews in Eclipse including
• Prepare and maintain a database for all received deliveries in physical media (e.g. CD DVDs hard disks etc.)
• Create requests for new ECLIPSE users and removal of obsolete accounts
• Manage NAV ECLIPSE user privileges and assignments to different projects
• Monitor access of NAV users
• Monitor ECLIPSE user level performance
• Create new or modify existing ECLIPSE templates and define required metadata
• Create and maintain document package (DP) ECLIPSE upload sheets
• Manage access to PL2 and PRS folders in Eclipse
• Maintain the access list to shared folders with externals
• Requests creation of SFTP accounts.

Qualifications :

• Bachelors degree in a relevant field;
• 25 years in document control configuration management or similar roles;

• Experience is Document Management Systems (DMS):
  • Experience with ECLIPSE is desirable or similar systems (e.g. SharePoint Teamcenter).
  • Knowledge of SFTP shared drives and secure file transfer protocols.
  • Ability to create modify and validate metadata according to project standards.
  • Understanding of ITAR/EAR or equivalent export control regulations.
  • Familiarity with XML PDF/A and CADM rules (e.g. NAV CADM AD-8 to AD-12).
  • Skills in organizing logical structures (collections libraries).

• CADM Rules & Procedures:
  • Ability to check compliance and identify non-conformances.
• Quality Assurance:
  • Experience with document verification checklists.
• Security Protocols:
  • Handling of restricted or classified data securely.

• Attention to Detail: Critical for metadata accuracy and compliance checks.
• Communication Skills: To interface with senders and escalate issues.
• Organizational Skills: Managing multiple deliveries and repositories.
• Problem-Solving: Corrective actions for non-compliant documentation.

• Previous experience in aerospace defense or large technical projects is highly desirable.

Additional Information :

This job is located in Noordwijk Netherlands.

If you think you have what it takes for this job please send your CV (in English and in Word or PDF) to Michaela Stevenson by clicking on the button Apply for this job quoting job DE-HP-26004. An exciting and dynamic international working environment awaits you!

Last apply date: 30/1/2026!

Inclusive and committed employer our company works every day to combat all forms of discrimination and promote a respectful working environment. Thats why committed to gender diversity and overall inclusivity we encourage all applications and profiles.

Remote Work :

No

Employment Type :

Full-time