🇩🇪 Document Control Assistant 📂 ESO European Southern Observatory Programmes Job in Garching, Germany 🔭

The European Organisation for Astronomical Research in the Southern Hemisphere (ESO) is hiring a Document Control Assistant for its Directorate of Programmes at the ESO Headquarters in Garching near Munich, Germany. The role supports the management of business-critical documents for the Instrumentation, Technology Development and ELT Construction Programmes, under an initial one-year Paid Associate contract, and it asks for at least 3 years of experience in managing technical documentation. Applications close on 21 November 2026. At Youth Works Hub, we reviewed the full vacancy and organised every duty, requirement and condition below.

Vacancy Summary

🏛️ Organisation: ESO (European Southern Observatory)

🆔 Advert no.: 2026_0064

💼 Position: Document Control Assistant

🧭 Directorate: Directorate of Programmes

📍 Duty station: Garching near Munich, Germany (on-site, relocation required)

📝 Contract: Paid Associate, fixed term of one year, extendable, not beyond two years

🎚️ Career Path: III

📆 Deadline: 21 November 2026

ESO in Brief

ESO is the foremost intergovernmental astronomy organisation in Europe and the world's most productive ground-based astronomical observatory. It carries out an ambitious programme focused on the design, construction and operation of powerful ground-based observing facilities that enable astronomers to make important scientific discoveries.

ESO's Observing Sites

🏔️ Three unique world-class observing sites in northern Chile: La Silla, Paranal and Chajnantor (home to ALMA)

🏢 ESO Headquarters in Garching, near Munich, Germany

🔭 At Paranal, ESO operates the Very Large Telescope, the world's most advanced visible-light astronomical observatory, and will host and operate the southern array of the Cherenkov Telescope Array, the world's largest and most sensitive high-energy gamma-ray observatory

🤝 ESO is a major partner in ALMA

🌌 On Cerro Armazones, ESO is building the 39-metre Extremely Large Telescope (ELT), "the world's biggest eye on the sky", whose operations will be fully integrated into the Paranal Observatory

Why ESO Is Hiring

The position is advertised due to the need for additional resources within the Directorate of Programmes.

The Role in the Document Control Team

As Document Control Assistant, you support the Document Control team responsible for managing a high number of business-critical documents for three programmes:

🧪 Instrumentation Programme

⚙️ Technology Development Programme

🏗️ ELT Construction Programme

You make sure the Programmes' documents are formatted, identified, signed, released and archived according to the rules of the relevant document lifecycle, distribute documents to the right internal stakeholders and facilitate sharing with external parties. ESO describes this as a crucial role, because accurate, timely and efficient document management is vital for the success of the Programmes. You are expected to work effectively in a team and also independently, using problem-solving skills and taking responsibility for your own area of work.

Working With Programme Engineers

While supporting the active management of Programme documentation, you work under the guidance of the Programme Engineers and in close collaboration with the Document Control team on the document archive and the product configuration repositories. You keep them updated and accessible to users while meeting the required standards of accuracy, quality and integrity, and you enforce the documentation and configuration management processes defined within the Programmes.

Main Duties: Archive and Quality Control

🗂️ Support the administration of the Programmes' archive through the ESO Information Repository system (PDM), generating and maintaining folder structures, updating metadata and populating folders as the Programmes evolve

✅ Perform quality control of documents, checking the correctness of reference documents and versions, the proper use of standard templates and lifecycles, and that configuration control rules for documentation management are observed

🔏 Make sure documents go through a traceable and approved release process before being archived

🧾 Support product configuration management by keeping the repositories updated with the relevant information and allocated documentation

Main Duties: Procurement, Users and Access

🤝 Work in strict cooperation with project managers, engineers, the Programme Engineers and the Document Control team so that ESO procurement documentation, and documentation submitted by contractors and consortia, meets documentation management requirements and is correctly stored in the ESO PDM system

📋 Support the preparation, update and implementation of Contract Data Lists (CDL) for procurements

🙋 Provide user support to staff so the document archive is used effectively and document management procedures are followed

🎓 Help deliver training to contractors and consortia for accurate and efficient document delivery

🔑 Grant authorised users access to archived documents in line with established access permission policies

🪪 Coordinate user licences, access groups and access profiles with the ESO Information Repository Manager and System Administrator

📅 Take part in the monthly PDM Programme Assistants meeting chaired by the ESO Information Repository Manager

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Essential Competences and Experience

💻 Excellent knowledge and experience of the MS Office Suite, especially Excel, of Adobe Acrobat PDF and of electronic signature requirements, with advanced proficiency in using these applications to their full potential

🗄️ Experience with electronic document management systems

📐 Some working knowledge of PLM or Product Data Management (PDM) tools and of Engineering / Procurement / Construction / Commissioning documents

🔍 Detail-oriented and well-structured

⏱️ Able to work in a fast-paced, deadline-driven environment

💬 A service-oriented mindset together with excellent communication skills

⚡ Ability to rapidly acquire and process information from various stakeholders and adapt to Programme-specific processes

Desirable Competences and Experience

📁 Familiarity with the BlueCielo Kronodoc environment

📚 Familiarity with the field of information management and awareness of the key principles for ensuring accurate, reliable, accessible and useful information

🌐 Experience of working in multicultural scientific organisations

🫂 Ability to work both independently and as a team member, in a timely manner

🔧 Experience in configuration management

Qualifications and Experience Required

🏫 Completed secondary education at a minimum, supported by at least 3 years of relevant practical experience and evidence of continuous professional development

🎓 A Bachelor's degree, ideally in records management, technical writing, documentation, library and/or information sciences, is highly desirable

🗓️ At least 3 years' experience managing technical documentation, ideally in Engineering, Procurement, Construction, Commissioning or Operations, using an electronic documentation management system

Language Skills

🗣️ An excellent command of written and verbal English is required, and additional knowledge of another European language such as Spanish and/or German is an advantage.

Remuneration and Benefits

ESO offers an attractive remuneration package, including:

💶 A competitive salary, free of income tax for applicants from ESO member states

🩺 Comprehensive health insurance

📘 Educational and other social benefits

🚚 Financial help in relocating your family

🧸 Support to place your child or children in daycare

Salary Structure and Work-Life Balance

📊 ESO's salary structure is based on a range of career paths that reflect the nature and level of its jobs, and each career path is made up of two or three grades that further reflect experience; this post is on Career Path III

⚖️ ESO aims to support personnel in maintaining a good work-life balance between professional and private life

👪 ESO offers family-friendly support, with policies that allow staff to balance professional and private responsibilities through flexible working arrangements and financial support for families

🏠 The role is on-site, and staff benefit from a mobile working policy that allows limited hybrid working for work-life balance purposes

Contract Terms

The initial Paid Associate contract is for a fixed term of one year, with the possibility of a fixed-term extension subject to individual performance, organisational requirements and the applicable policies, staff rules and regulations. The contract will not be extended beyond two years.

How to Apply

🖥️ Apply online through the ESO recruitment portal

🇬🇧 Complete your application in English

✉️ Include a motivation letter and a CV

👥 In your CV, give the names and contact details of three people familiar with your work who are willing to provide a recommendation letter on request; referees will not be contacted without your prior consent

🗓️ Interviews are expected to start soon after the 21 November 2026 deadline

ESO Values

ESO sees harmony in values between the organisation and its people as an important element of any successful employment relationship. The ESO Values are:

🚀 ESO strives for excellence through innovation

🛎️ ESO provides outstanding services to its communities

🌍 ESO fosters diversity and inclusion

🌱 ESO believes in the key role of sustainability for its future

These are only achievable through the personal values and attitudes ESO expects from employees: respect, integrity, accountability, commitment, collaboration, and clear and open communication. Applicants are asked to reflect on their affinity with these values and may be asked about them at interview.

Diversity and Nationality

ESO has established diversity as an important value, is committed to an equal opportunities environment and actively promotes a diverse, equitable and inclusive workforce. No nationality is in principle excluded from employment at ESO; however, recruitment preference is given to nationals of its Member States, host states and strategic partners, irrespective of gender, age, disability, sexual orientation, ethnicity or religion:

🇦🇺 Australia

🇦🇹 Austria

🇧🇪 Belgium

🇨🇿 Czechia

🇩🇰 Denmark

🇫🇮 Finland

🇫🇷 France

🇩🇪 Germany

🇮🇪 Ireland

🇮🇹 Italy

🇳🇱 Netherlands

🇵🇱 Poland

🇵🇹 Portugal

🇪🇸 Spain

🇸🇪 Sweden

🇨🇭 Switzerland

🇬🇧 United Kingdom

🇨🇱 Chile

Discover more roles with international organisations in the Jobs section on Youth Works Hub →.

Frequently Asked Questions

Where is the ESO Document Control Assistant based?

The position is based on-site at the ESO Headquarters in Garching near Munich, Germany, and relocation to the duty station area is required. A mobile working policy allows limited hybrid working.

What contract does ESO offer?

It is a Paid Associate contract for a fixed term of one year, with a possible extension subject to performance and organisational needs. The contract will not be extended beyond two years.

How much experience is required?

You need at least 3 years' experience in managing technical documentation using an electronic documentation management system, plus completed secondary education. A Bachelor's degree in a relevant field is highly desirable.

Which software skills matter most?

Excellent knowledge of MS Office, especially Excel, Adobe Acrobat PDF and electronic signature requirements is essential, along with experience of electronic document management systems and some working knowledge of PLM or PDM tools.

Is the salary taxed?

ESO offers a competitive salary that is free of income tax for applicants from ESO member states, plus health insurance and social benefits.

Can applicants of any nationality apply?

No nationality is in principle excluded, but recruitment preference is given to nationals of ESO Member States, host states and strategic partners.

What should my application include?

Your application must be in English and include a motivation letter and a CV listing three referees who can provide a recommendation letter on request.