Classified Registrar [26006]

Overview of classified information under its custody and of the dissemination.

registration of the classified information according to the established Need-to-Know.

Ensure accountability in the corresponding NAV sub-registry for each single classified information/equipment.

Verification of each classified information against the integrity checks mentioned below in whatever form it has been disseminated/transmitted (paper electronic Hardware).

o To be performed upon RECEPTION and before TRANSMISSION of:

INTERNAL documents/items: created internally

EXTERNAL documents/items: received from outside

Receive classified deliveries and process them according to the ESA Security Directives

Perform the integrity checks ensure that the documents/hardware received are compliant to the ESA Security Directives AD-2 requirements verifying as a minimum:

For physical deliveries check that the package and its seal are intact upon receipt.

that all the received items are listed in the corresponding Delivery Note

the classification marking in the document in all the pages

that the document has a correct reference in all the pages

that the document has the proper NTK marking as applicable depending on the project

that all pages are marked and no blank pages are inserted in the document including an end of document sentence at the end of the document.

Once all integrity checks have been performed the documents/equipment shall be registered in the corresponding Classified Sub-Registry and applying the correct need-to-know as a minimum the following meta-data shall be recorded for each document:

o Reference of the document

o Version and issue number

o Title

o Location

o Date of receipt

o Sender

o Originator

o Classification

After the delivery is fully accepted the Classified Registrar shall countersign the Delivery Note and return it to the sender

If a delivery is not fully compliant to the ESA Security Directives AD-2 and to the NAV marking rules RD01 the Registrar shall communicate the sender all the incorrect items and request a redelivery the Registrar shall follow-up the delivery until all documents are delivered and accepted.

The Registrar shall maintain up to date the internal tool for tracking incoming deliveries

When team members request an outgoing delivery the Classified Registrar shall prepare a Delivery Note and the data package for the delivery

The Registrar shall collect all the required signatures in the Delivery Note. Once all signatures are collected the Registrar shall perform the delivery

The Registrar shall remind the recipients to send back the countersigned Delivery Note as proof of reception of the Classified documentation

The Registrar shall maintain up to date the internal tool for tracking outgoing deliveries

The Classified Registrar shall copy to the Class I area or extract from the Class I area files as requested by users following the rules provided after Contract award

The Classified Registrar shall encrypt/decrypt Restricted information

The Classified Registrar shall copy to users folder in ECRD decrypted files received encrypted via email

In ESTEC inside the classified area is a tool for sharing desktop over the classified networks hosted in the Navigation Class I area. When users need to share files with this tool the Registrar shall extract from the Classified Sub Registry the required files. If the files are modified after the meeting the Registrar shall update the corresponding Classified Sub Registry

In CST the Registrar shall manage the External hard disks to include documents for review and to generate new documents in the Classified Sub Registry (procedures are documented in EPO Class I SECOPS).

After take-up duty the Classified Registrar shall follow a training offered by the ESA Security Office and only after passing the exam will he/she be allowed to perform the above-mentioned tasks

The Classified Registrar shall ensure that classified incoming deliveries are being transferred to the entities in a timely manner (SINA transfers).

Disseminate the culture of information security to users of the classified area and educate them on the correct production of classified information according to the rules  and through a continuous cordial exchange of advice and instructions both verbal and written

Qualifications :

• Bachelor or equivalent experience in Security Management Information Management or related fields.
• Knowledge of classified information handling and security directives (ESA Security Directives NAV marking rules).
• Previous experience in classified document/equipment handling.
• Familiarity with Need-to-Know (NTK) principles and classified registries.
• Experience with encryption/decryption processes and secure file transfers.
• Proficiency in document management systems and internal tracking tools.
• Ability to perform integrity checks on physical and electronic deliveries.
• Knowledge of secure communication protocols (e.g. SINA transfers).
• Competence in handling hardware media (external hard disks secure networks).
• Must hold or be eligible for ESA security clearance (or equivalent national clearance).
• Ability to work in Class I areas and comply with ESA security standards.
• Classification markings on all pages.
• Document references and NTK markings.
• Completeness (no blank pages end-of-document sentence).
• Ensure compliance with ESA Security Directives and NAV marking rules.
• Strong interpersonal skills to educate users on security culture.
• Ability to coordinate deliveries collect signatures and maintain accurate records.
• Continuous advisory role for classified information production.
• Mandatory ESA Security Office training and successful exam completion before performing duties.
• High level of integrity confidentiality and responsibility.
• Ability to work under pressure and manage multiple classified deliveries simultaneously.

Additional Information :

This job is located in Noordwijk The Netherlands.

If you think you have what it takes for this job please send your CV (in English and in Word or PDF) to Viktoria Panicharova by clicking on the button Apply for this job quoting job DE-HP-26006. 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