Documentation Controller

In your role as Documentation Controller within the AIV Project Office located at the Armazones site, you will be contributing to the work of the team responsible for the management of several thousand business critical documents per year. In the context of AIV, this includes handling a high volume of documentation updates driven by on-site integration activities, redlines, as-built documentation, and frequent revisions linked to installation progress. This is a crucial role as accurate, timely and efficient management of project documents during AIV is vital for the success of the programme. You will be expected to work effectively in a team but at the same time to work independently exercising problem-solving skills with responsibility for your own area of work. While playing a critical role in the active management of documentation related to the programme, you will work under the guidance of the ELT Systems Engineering Team, liaising with the ELT documentation team in Europe, in managing the document archive and the product configuration repositories of the ELT Programme. You will have to ensure that specifically the documents related to AIV are updated and accessible by the users whilst meeting required standards of accuracy, quality and integrity and enforce the documentation and configuration management processes as defined within the Programme. The role focuses on document lifecycle management and process compliance. Responsibilities related to configuration management are under the responsibility of a separate position, but the AIV Documentation Controller still has to collaborate in keeping the configuration documentation under control

Main Duties and Responsibilities:

• Support the administration of the ELT document archive through the ESO Product Data Management tool (PDM) by generating and maintaining folder structures and updating metadata and populating the folders according to the Programme evolution.
• Perform detailed quality control of documents, including verification of metadata, document numbering, naming conventions, revision status, checking the correctness of reference documents/versions, that the proper standard templates and lifecycles are used and that the configuration control rules relevant for documentation management are observed.
• Support the tasks related to the management of the ELT product configuration, by keeping the repositories updated with the relevant information.
• Work in strict co-operation with the AIV Office Management, the AIV Systems Engineering Team and the team of ELT Document Controllers in Garching to ensure that the ESO documentation produced during AIV as well as the documentation provided by contractors (and updated by ESO when needed) is correctly stored in the ESO PDM system.
• Support the Work Package Managers and the team of ELT Document Controllers in the processing and archiving of the documentation submitted by contractors or consortia ensuring it complies with the ELT documentation management requirements.
• Provide user support to ELT AIV staff ensuring that ELT document archive is effectively used.
• Ensure that the documents go through a traceable and approved release process before being archived.
• Coordinate with the ESO Information Repository Manager and System Administrator user licenses, access groups and access profiles.

Reports to:

AIV Manager (with functional coordination with ELT Systems Engineering and the central Document Control team in Garching)

Key Competences and Experience:

Essential Competences and Experience

• A very good knowledge and experience of MS Office Suite, in particular Excel, of Adobe Acrobat pdf and of electronic signature requirements is essential.
• Extensive hands-on experience with Product Data Management (PDM) systems, including document workflows, revision control, approval processes, and handling of large document data sets.
• Applicants should be detail-oriented, well-structured, and capable of working with a high level of accuracy
• Applicants should be able to work in a fast-paced and deadline driven environment.
• Excellent communication skills with a high degree of diplomacy when interacting with users are required.
• Ability to build and maintain positive service-oriented relationships with users and staff from various professional disciplines.
• Ability to adapt to changing procedures and to proactively identify ways to optimise current processes.
• Ability to rapidly acquire and process information from the various stakeholders and adapt to ESO specific context and environment including ESO's matrix structure.

Desirable Competences and Experience

• Familiarity with Blue Cielo Kronodoc environment.
• Having worked in multicultural scientific organisations.
• Familiarity with the field of database and/or information management.
• Familiarity with Enterprise Resource Planning (ERP) tools.
• Proficient with ad-hoc administrative support tasks.
• Ability to work both independently and as a team member and in a timely manner.
• Experience in configuration management is highly desirable.
• Ability to manage multiple parallel document streams in a high-pressure, deadline-driven AIV environment.
• Familiarity with Python programming language.

Qualifications:

• Bachelor degree ideally in a relevant subject (records management, technical writing, documentation, library and/or information sciences) or completed secondary education supported by relevant practical experience and evidence of continuous professional development.
• At least 2 years of experience in the management of technical documentation (in the fields of Engineering, Procurement, Construction, Commissioning, Operations), using an electronic documentation management system.

Language skills:

The position requires an excellent command of written and verbal English.

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 support to place your child/children in daycare.

Our Salary Structure

We offer an attractive remuneration package including a competitive salary and medical, educational and other social benefits, as well as financial help in relocating your family. ESO aims to support members of personnel in maintaining a good work-life balance via its flexible working and mobile working policies For any further information, please visit https://www.eso.org/public/jobs/conditions/localstaff/

The initial contract is for a period of two years with the possibility of an indefinite extension, subject to performance evaluation and operational needs. The title or grade may be subject to change according to qualifications and the number of years of experience of the selected candidate.

Duty Station:

The duty station of the post is in Chile (Paranal/Armazones). The AIV Documentation Controller will work on site in a shift pattern, commuting between her/his place of residence in Chile and the duty station.

Career Path: III

Application:

If you are interested in working in areas of frontline science and technology and in a stimulating international environment, please visit http://www.eso.org for further details.

Applicants are invited to apply online at http://jobs.eso.org/. 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 is 24 April 2026.

Interviews are expected to start soon after this date.

ESO Values

An important element in any successful employment relationship is harmony in values between an organisation and its people.

The ESO values are:

ESO strives for excellence through innovation.

ESO provides outstanding services to its communities.

ESO fosters diversity & inclusion.

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

Achieving the above are recognized as only possible on the basis of personal values and attitudes that we expect from our employees: respect, integrity, accountability, commitment, collaboration, and clear & open communication.

Applicants to any ESO role are asked to reflect on their affinity with these values and advised they may be asked about them if called for interview.

Diversity

ESO has established diversity as an important value of the Organisation, is committed to providing an equal opportunities environment and is actively seeking to promote a diverse, equitable and inclusive workforce. Please visit https://www.eso.org/public/about-eso/sustainability/dei-at-eso/ for further details.

Nationality

No nationality is excluded, however non-Chilean applicants must have a pertinent working permit, according to Chilean regulations, at the time of the application. The post is equally open to suitably qualified candidates irrespective of gender, age, disability, sexual orientation, ethnicity or religion.