Archivist – Administrative Assistant

JRC Ispra site (VA) | On-site | [CONTRACT TYPE] / Full-time
Building a sustainable future, together.
At WSP, we design the future of our communities.
As one of the world's leading engineering and professional services firms, we bring together expertise across transport and infrastructure, buildings, energy, environment, water and advisory.
Across Central Europe, we combine local knowledge with international reach to deliver projects that create a positive, lasting impact for clients, communities and the environment.
WSP Italia is supporting the JRC Directorate J – Ispra Site Management, Nuclear Decommissioning and Waste Management under Specific Contract SC06 – Nuclear Facilities Management and Safe Conservation within the CELER Framework Contract.
This role provides document and archive management support for the Decommissioning and Waste Management Programme at the JRC Ispra site.
The opportunity
We are looking for an Archivist / Administrative Assistant specialising in document and archive management to join our WSP Italia team at the JRC Ispra site.
In this role, you will oversee the ND&WM technical archive and manage documentation for the Decommissioning and Waste Management Programme and other JRC activities, ensuring accuracy, traceability, preservation and confidentiality.
How you will make an impact
Your work will support the Decommissioning and Waste Management Programme and the ND&WM technical archive, helping us deliver high-quality outcomes for our clients and communities.
Technical archive management:
Oversee the Directorate J ND&WM technical archive using JRC software applications and databases, managing internal and external documentation throughout its lifecycle, including preservation, retention and cancellation.
Document control and traceability:
Book documents, drawings and forms; assign alphanumeric codes; compile identifying metadata; manage revisions; archive issued documentation; and distribute records to the appropriate recipients in line with Directorate J procedures.
Digitization and records assembly:
Reproduce, print, scan and convert documents and graphic works from paper to digital format for long-term preservation, and assemble Life Records files for projects and maintenance interventions.
Controlled documentation:
Draft documents under the direction of managerial and technical documentation managers, and handle Sensitive and Limited Distribution records with strict attention to confidentiality, accuracy and applicable procedures.
Programme and administrative support:
Upload and archive Specific Contract reports, meeting minutes and deliverables in the dedicated Teams channel and Directorate J archive system, while providing general administrative support to the D&WM Programme in English and Italian.
The team around you
You will be part of the WSP Italia team assigned to Specific Contract SC06, working across nuclear facilities management, safe conservation, decommissioning and waste management documentation and supported by WSP's wider technical and professional network.
The culture
The culture: A collaborative, accuracy-focused environment where confidentiality, organization and reliable document control are central to the work.
The projects: Technical archive and document management activities supporting the JRC Decommissioning and Waste Management Programme and related projects and maintenance interventions.
The opportunity: The chance to contribute on site in an international, highly regulated environment and strengthen your experience in technical records, digitization and document control.
What you will bring to the role
We focus on the essential qualifications, skills and experience needed for success, while welcoming different technical backgrounds and career paths.
Upper secondary school diploma.
A university degree in archival or library science, humanities, administration or a technical discipline is an advantage.
At least two years of professional experience in document management, technical archive management, document control or administrative support.
Experience gained in engineering, industrial, nuclear or public-sector environments is preferred.
Knowledge of document and archive management principles, including coding documents and drawings, compiling metadata, revision control, distribution, retention, cancellation and the handling of Sensitive and Limited Distribution documents.
Experience with technical document registration, archiving and paper-to-digital conversion is strongly valued.
Proficiency in Microsoft Office, including Word, Excel, Outlook and Teams, databases, electronic document management systems, and scanning and digitization equipment.
Preferred:
Experience with SharePoint or equivalent platforms, large-scale digitization projects, quality management systems such as ISO ****, and basic fam