Project Administrator

Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

Who we are supporting 

The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.

The NCIA provides a wide range of services, including:

• Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.
• Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
• Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.
• Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.

Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

The NATO Communications and Information Agency (NCI Agency) is NATO’s principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.

To provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorise's: NATO International Civilians (NIC)'s, Military (Mil), and Interim Workforce Consultants (IWC)'s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

Role Background

Supporting NATO throughout all its geographical locations, the NCI Agency is looking for a Project Support and Administrator, joining the journey of NATO’s modernisation of IT services, through the support of a the newly established project: PAN Migration to the NATO Public Cloud. NCI Agency Context

The NATO Communications and Information Agency (NCI Agency) is dedicated to supporting NATO's strategic objectives, including the ambitious NATO 2030 agenda. As part of this commitment, we are spearheading the modernization and digital transformation of NATO’s IT services. Our focus is on leveraging public cloud technologies like Microsoft 365 and Intune, incorporating a security-by-design approach, and ensuring a seamless transition to a modern, collaborative workplace environment. Embracing the latest technological advancements, this initiative will foster innovation and ensure NATO remains at the cutting edge of IT capabilities. By continuously evolving and integrating new technologies, we aim to enhance operational efficiency and readiness for future challenges. This remote position offers an exciting opportunity to be at the forefront of NATO's technological evolution and contribute to the security and efficiency of our operations. The NCI Agency is seeking a proactive Project Administrator to facilitate the efficient execution of the PAN Migration to NATO Public Cloud project. The ideal candidate will be responsible for managing a variety of administrative tasks across multiple digital platforms to support project timelines, documentation, and communication needs.

Role Duties and Responsibilities

Project Planning and Schedule Management

• Engage in detailed project planning, resource allocation, and hour administration
• Maintain a comprehensive risk register and track project deliverables.
• Generate insightful reports and dashboards to monitor and communicate project progress and identify areas for improvement.

Document and Communication Management

• Keep an organized project document registry and manage updates and revisions.
• Administer discussion spaces to facilitate collaboration and information sharing among project teams.
• Organize and schedule various types of meetings (remote and in-person) ensuring smooth and effective communication across all levels of the project team.

Meeting and Resource Coordination

• Take notes of both formal and technical meetings to accurately record meeting outcomes and track actionable items.
• Coordinate meeting schedules, aligning with participant availability, project deadlines, and urgency of the tasks.
• Monitor and track completion of project deliverables and actions to maintain project schedule integrity.

Essential Skills and Experience

• Demonstrated experience in project administration or a related field.
• Highly organized with excellent organizational and time management abilities.
• Strong communication skills to interact effectively with project team members and stakeholders.
• High attention to detail and a commitment to delivering high-quality work.
• Problem-solving skills and the ability to manage multiple tasks simultaneously.
• ServiceNow - Proficient in project and resource planning, hour tracking, risk management, and reporting.
• SharePoint 2019 and Microsoft 365 - Skilled in managing document registries, calendars, and user permissions.
• Outlook 2019 and Microsoft 365 - Experienced in organizing and managing digital communications and meeting platforms, such as Teams, Skype, and Polycom.

Certifications:

• PRINCE2 Foundation OR the PMI Certified Associate in Project Management (CAPM)

Language Proficiency

• Business English

Working Location

• The Hague, Netherlands

Working Policy

• Hybrid (50% On-site 50% Off-site)
• Expected to shift working hours to accommodate meetings in the EST Time zone 20% of the time.

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance