Archivist Administrative Assistant (Document & Archive Management) - Varese

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.

You will work closely with the Specific Contract Technical Manager and the JRC technical and managerial documentation managers, contributing to the effective management, distribution and long-term preservation of technical and programme documentation. The exact scope of the role can be adapted depending on the successful candidate’s experience, seniority and technical background.

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: 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 9001, and basic familiarity with CAD drawing formats and technical drawing coding.

· Fluent Italian and a good command of English, which is used for Specific Contract reports and meeting minutes. Knowledge of another language, such as French, and experience in international environments are preferred.

· Accuracy, discretion, strong organizational skills and the ability to manage large volumes of documentation while maintaining complete traceability.

· Preferred: Knowledge of the D&WM context and relevant regulatory framework, including Legislative Decree 101/2020 as it relates to document classification and management.

We do not expect you to know everything. We are looking for curiosity, motivation and willingness to learn. From day one, you will contribute to real projects, receive guidance from experienced professionals and progressively build your technical confidence

Life at WSP

When our people thrive, our projects thrive. At WSP, you will be supported to build your career, take on meaningful challenges and learn from talented professionals across a global network. We encourage flexibility, new ideas and growth

in ways that reflect different career paths and ambitions.

Compensation and benefits

WSP is committed to pay transparency. The annual gross salary range for this position is €24,000 - €26,000. The final offer will be determined based on the successful candidate’s experience, qualifications and relevant expertise.

Local benefits

In addition to base salary, we offer a local benefits package designed to support wellbeing, flexibility and professional growth

· Meal vouchers and wellbeing benefits.

· Supplementary healthcare coverage.

· Professional registration support, where applicable.

· Employee wellbeing and assistance programmes.

· Public transport and mobility support.

· Access to additional welfare initiatives, corporate discounts and employee perks.

· Opportunities for continuous learning and professional development.

Our recruitment process

We see recruitment as a two-way conversation. Our process is designed to be transparent, collaborative and respectful of your time. While each hiring process is tailored to the position, it typically includes:

• Introductory conversation: A first conversation with Talent Acquisition to

• discuss your experience, motivations and expectations.

• Technical and team interview: A discussion with the hiring manager and relevant team members to explore your technical background and future contribution.

• Final conversation: A final discussion with business or unit leadership, where relevant, to review the scope of the role, team vision and potential impact.

Come as you are

We are building teams that reflect the diverse communities we serve. If you see yourself in this role but do not meet every single requirement, we still encourage you to apply. Your background, perspective and experience might be exactly what we need to move forward.

All applications will be treated with confidentiality and considered under equal opportunities principles.

Ready to help shape what’s next?

If you are looking for a role where you can contribute to accurate, traceable and secure document management in an international technical environment, we would love to hear from you.

Apply now and discover what you can achieve with WSP.

Accessibility and adjustments

We want our recruitment process to be inclusive and accessible. If you need any reasonable adjustments during the process, please let us know so we can support you.

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