Advert. No. 2018_0058
Working at ESO

Are you interested in working in areas of frontline technology and in a stimulating international environment? Do you feel your profile matches our requirements? Learn more about our current vacancies and apply online. Read more..

The European Organisation for Astronomical Research in the Southern Hemisphere (ESO) is the foremost intergovernmental astronomy organisation in Europe and the world's most productive ground-based astronomical observatory. ESO carries out an ambitious programme focused on the design, construction and operation of powerful ground-based observing facilities enabling astronomers to make important scientific discoveries.


ESO operates three unique world-class observing sites in northern Chile: La Silla, Paranal and Chajnantor (home to ALMA and APEX), and the ESO Headquarters are located in Garching, near Munich, Germany.


At Paranal, ESO operates the Very Large Telescope, the world's most advanced visible-light astronomical observatory. ESO is a major partner in ALMA, the largest astronomical project in existence. And on Cerro Armazones, ESO is building the 39-metre Extremely Large Telescope (ELT), which will become "the world's biggest eye on the sky" and whose operations will be fully integrated into the Paranal Observatory.


For its Office for Science Department, within the Directorate for Science at its Headquarters in Garching, near Munich, Germany, ESO is advertising the position of

System Administrator and Classification Specialist (Part-time 50%)


Vacancy closed on 20/01/2019

Deadline 20/01/2019

The postholder will join the Library and Information Center Team. ESO is extending the existing technical documentation system to an organisation-wide document repository. The System Administrator and Classification Specialist is responsible for the implementation of policies and procedures for the ESO-wide document repository, following recommendations provided by a committee of stakeholders and the Information Repository Manager. Using her/his expertise in classification systems, she/he assists users in establishing department-specific repository workspaces and develops and applies routines for the efficient transfer of existing documents into the repository.

Based on existing policies as well as feedback from users, the System Administrator and Classification Specialist reports opportunities for enhancements of current practices and assists in implementing solutions, using her/his database expertise and experience in setting up and operating content management systems. She/he documents configuration changes and visualizes them through appropriate systems.

If feasible, the System Administrator and Classification Specialist identifies opportunities for the creation of cross-walks between the repository workspaces and other relevant databases used at ESO and implements solutions. Based on her/his understanding of user requirements, she/he promotes the organisation-wide use of the repository through training sessions. She/he is one of the central contact points for repository users throughout the organisation.

Main Duties and Responsibilities:

  • Operate and administer the ESO-wide repository, including user licenses and external access;
  • Implement policies and procedures (e.g., lifecycles, approval workflows, distribution and security matrices, access groups, etc.) as determined by the Information Repository Manager and the stakeholders' committee;
  • Assist users in establishing repository workspaces and keeping them up-to-date;
  • Develop and apply routines for efficient migration of existing documents as well as macros for the integration of incoming ones;
  • Document the system configuration, create schematic and visual representations of the repository structure;
  • Create and follow up of tickets/problem reports to the software vendor;
  • Identify opportunities for the implementation of cross-walks between the repository and other relevant systems and follow up on solutions;
  • Initiate and implement workflow improvements and system optimization;
  • Act as one of the central contact points for the documentation team and repository "super-users";
  • Prepare and hold training sessions;
  • Act as the deputy for the Information Repository Manager in case of absence, or as required;
  • The tasks are not limited to the above and a flexible approach and willingness to adapt are required.

Reports to:

Information Repository Manager

Key Competences:

  • Ability to work both independently and as a team member, and in a timely manner;
  • Self-directed and highly motivated;
  • Excellent analytical and technical skills;
  • Interested in further developing existing systems to enable more efficient use;
  • Excellent written and oral communication skills;
  • Ability to work in a fast-paced and deadline driven environment.


Master or equivalent degree in records management, documentation, or library and information sciences.


Essential Experience:

  • At least three years of experience in a similar role;
  • Proven expertise in metadata, taxonomy, and classification systems;
  • Proven knowledge in scripting languages and tools;
  • Expertise in the configuration and operation of Information and Content Management Systems;
  • Excellent command of MS Office suite, in particular Excel and Word, as well as data visualization tools;
  • Excellent presentation skills.

Desirable Experience:

  • Knowledge of Adobe Acrobat;
  • Experience with BlueCielo ECM;
  • Experience in user support and helpdesk activities.

Language Skills:

Excellent command of the English language - oral, reading and writing - is essential. Knowledge of Spanish would be an asset.

Remuneration and Contract:

We offer an attractive remuneration package including a competitive salary (tax free), comprehensive pension scheme and medical, educational and other social benefits, as well as financial help in relocating your family and the possibility to place your child/children in daycare.

The contract is for a fixed term duration of three years, and is subject to successful completion of the probation period. There is a possibility of extension(s) subject to individual performance and organisational requirements, in particular for the ELT Programme and as defined in the applicable policies and staff rules and regulations. For further information, please view ESO's conditions of employment.

Duty Station:

Garching near Munich, Germany

Career Path: IV


If you are interested in working in areas of frontline science and technology and in a stimulating international environment, please visit for further details.

Applicants are invited to apply online at Applications must be completed in English and should include a motivation letter and CV. Within your CV, please provide the names and contact details of three persons familiar with your work and willing to provide a recommendation letter upon request. Referees will not be contacted without your prior consent.

Deadline for applications: 20 January 2019

Start Date: As soon as possible

No nationality is in principle excluded, however, recruitment preference will be given to nationals of Australia, Austria, Belgium, the Czech Republic, Denmark, Finland, France, Germany, Ireland, Italy, the Netherlands, Poland, Portugal, Spain, Sweden, Switzerland and the United Kingdom irrespective of gender, age, disability, sexual orientation, race or religion.

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