About The Role

Business & Contract Support Officer – EU Space Programme (EUSPA), Prague Administrative, contractual and procurement support – from purchase orders and stakeholder enquiries to the publication of tenders and contract awards Terma is looking for a Business & Contract Support Officer to join our team at the Headquarters of the European Union Agency for the Space Programme (EUSPA) in Prague, Czech Republic. The role spans the full administrative life of the agency’s business and contractual activity. On one side you keep a busy department running: preparing purchase orders, supporting the payments for contracts, grants and prizes, answering the enquiries that arrive from external stakeholders, consolidating everyone’s inputs into a finished report or presentation, and keeping the databases, SharePoint sites and digital archive in good order. On the other you support the formal side of procurement: publishing tender notices, contract award notices and contract modifications, keeping the procurement filing complete and audit-ready, and maintaining the procurement and contract databases. It is a varied role for someone who likes to bring structure to a busy department, works accurately with documents, figures and tools, and enjoys being the person colleagues and external partners turn to first. It also grows with what you bring: the more experience you have with procurement and contracts, the more of the formal publication and compliance work you will take on – notices that go into the Official Journal, files that have to stand up to an audit years later. You will see the full breadth of how an EU agency turns a plan into a contract, in an international and multicultural environment. The position is based on site in Prague and, for reasons of access to the customer’s premises and information, is open to EU citizens only. Planned start: end of 2026. The position will include tasks such as: Administrative and operational support Provide day-to-day administrative support to the department, ensuring activities are handled efficiently and coordinated across teams. Process the administrative and department-specific workflows and follow them through to closure. Maintain the functional mailboxes, handle the requests received through the ticketing tool and report on the requests received. Purchase orders, contracts and payments Prepare the purchase orders and the related order forms. Coordinate the documentation required for the preparation of contracts. Support the processing of payments relating to contracts, grants and prizes. Publication of tenders, contract awards and modifications Draft and validate the publication of tender notices, contract award notices and contract modifications, and prepare and launch the related approval workflow. Publish the notices in the Official Journal of the European Union, through TED and eNotices, and on the EUSPA website. Archive each publication in the folder of the respective tender or contract. Procurement documentation and compliance checks Manage and file the procurement and contract documentation, keeping every folder complete, correctly structured and easy to retrieve. Extract the document samples requested for audit and provide them within the agreed deadline. Perform the administrative checks on procurement and contract documentation, report the findings and launch the follow-up workflow. Databases, lists and extracts Keep the department’s databases and repositories up to date, and maintain the digital archive. Maintain and update the procurement and contract lists and databases – TEC appointments, experts, and inter-institutional procurements and contracts – retrieving the data from the planning and tender databases, the repositories and the incoming correspondence. Raise a warning where data appears incorrect or out of date, introduce the corrections once validated with the responsible colleague, and provide extracts on request. Contact with external stakeholders Answer and follow up e-mails, letters and telephone enquiries from external stakeholders, and direct each request to the right colleague. Reports, presentations, manuals and processes Collect and harmonise the inputs of different contributors into one consistent report or document. Prepare, edit and review presentations, based on the requests received through the ticketing tool. Draft, edit and maintain the manuals and process descriptions, and advise colleagues on their use. Support the publication of the space news collection and the related administrative tasks. Meetings, SharePoint and Teams Plan and organise meetings with internal and external stakeholders, and draft the minutes. Maintain the files and documents, create and administer Teams channels, and arrange and manage SharePoint access for external stakeholders. Key Qualifications Mandatory requirements EU citizenship – only candidates holding the citizenship of an EU Member State can be considered; an EU work visa or residence permit is not sufficient for this contract. At least 1 year of professional experience in services of a similar nature (contractual minimum for this framework contract). English at CEFR level B2 as a minimum, written and spoken, and demonstrable in your CV – it is the working language of the customer. An up-to-date CV in English, preferably in Europass format, stating your name and surname. Education and experience Post-secondary education in business administration, communication, law, public procurement, economics, European studies or a comparable field. At least 2 years of relevant professional experience in an administrative, office management, team assistant, project support, business support or contracts back-office role. Experience with purchase orders, contract documentation or payment administration is a strong asset for this position. Candidates with more extensive experience – in the order of three years or more in procurement or contract administration – can take on the formal procurement scope of the role: the publication of notices, the audit-ready filing and the compliance checks. Experience with public procurement procedures – ideally EU public procurement – or with the Official Journal of the European Union, TED or eNotices, is a strong asset. Experience in maintaining contract registers, commitment tables or comparable structured databases is an advantage. Experience in handling enquiries from external stakeholders, and in consolidating inputs from several contributors into reports or presentations, is an advantage. Experience gained in an international organisation, EU institution or agency, or in a multinational company is an advantage. Skills and competencies Very good command of MS 365 – advanced PowerPoint for building and polishing presentations, and Excel for maintaining registers and cross-checking data sets. Hands-on experience with SharePoint and MS Teams – document libraries, channels and access rights – is a strong asset for this position. Familiarity with electronic approval workflows, a ticketing tool, a document management system and e-procurement or e-tendering platforms is an asset – full training on the customer’s tools is provided. Good drafting skills in English, from manuals colleagues will actually use to publication-ready notices that need to be right the first time. The ability to consolidate inputs from several contributors into one clear, consistent document, and to improve what you are given. Accuracy and attention to detail in documents, data and correspondence – an error in a published notice or in a contract register has legal and financial consequences. Strong sense of order and method: you enjoy a well-structured filing system and keep documentation complete, traceable and audit-ready. The ability to spot inconsistencies in data, and the confidence to raise them and follow them up until they are resolved. Excellent sense of organisation: able to handle many parallel requests and keep track of every deadline. Service-minded and professional in contact with external stakeholders and with colleagues at all levels. Proactive, hands-on attitude – you spot what needs to be done and follow up until it is closed. Discretion and integrity in handling confidential and commercially sensitive tender and contract information. Team player, comfortable in a multicultural environment; an interest in space and the EU space programme is a plus. Knowledge of Czech or another EU language is an asset, but not a requirement. What can Terma offer At Terma, we consider skilled employees, enthusiasm and job satisfaction as the very foundation of our success and as a prerequisite for the development of the “best-in-class” solutions that Terma provides. We lead the way in applying new technology, offering a wide range of growth opportunities for each individual and emphasizing mutual respect across the board in our workplace. Terma offers you a pleasant working environment at the customer site, where you will be able to take on challenging tasks and responsibilities in a highly professional company. Great opportunities for training and personal development Challenges in advanced technical environment International and cosmopolitan working atmosphere An employment contract with an attractive package with extra-legal benefits Highly competitive salary Additional information For further information, please contact Ms. Silvia Cavallini by telephone [+49 6151 860050] or by email [<ta.space>@terma.com]. To ensure that your application will reach us and is properly processed please apply through the link below with an up-to-date Curriculum Vitae, preferably in an Europass format and ideally, a Cover Letter. About Terma The Denmark based high-tech Terma Group develops products and systems for defense and non-defense security applications, including command and control systems, radar systems, self-protection systems for aircraft, space technology, and aerostructures for the aircraft industry. Terma A/S is headquartered at Aarhus, Denmark. Internationally, Terma has subsidiaries and operations in The Netherlands, Belgium, Germany, Austria, Czech Republic, Romania, United Kingdom, United Arab Emirates, India, Singapore and the U.S.