Project Assistant

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 Duties and Responsibilities

Provide comprehensive administrative and project support to the CIO and the Internal IT Team, specifically support to staff in the use of the project management toolset:

• ServiceNow project management tools
• Reporting using the Agency Business Intelligence Tools
• Entrerprise Resource Management Tools (Oracle-based financial systems)
• Support the day-to-day operation of the Internal IT team
• Process electronic purchase requests into financial control systems as required;
• Drafts and consolidates documentation for Project Boards, Service Life-Cycle Management Board and other P3M-related meetings;
• For internal-facing projects, provides support to Project Managers (PMs) and to the Management teams of Organisational Elements as required, in the following tasks:
• Assist with new projects' initiation, planning, resourcing and cost estimation;
• Assist with project-related data entries, data quality assurance and report generation;
• Assist with cross-project coordination;
• Support to development of new P3M processes / tools or tool- related procedures;
• Act as point of contact and deal diplomatically on a variety of issues in relation to P3M tools and processes;
• Follows the quality reviews occurring on schedule and according to procedure;
• Monitors progress against agreed quality and performance criteria;
• Collaborates with, and facilitates stakeholder groups, as part of formal or informal consultancy agreements;

Team Support:

• Supports the Internal IT team and coordinates the projects with internal stakeholders;
• Acts to facilitate effective working relationships between team members;
• Contributes to establishing project quality and performance criteria;
• Ensures information is shared constantly and effectively as this is critical for the success of the project.
• Act as a CIS POC for CIO staff requests related to equipment. Maintaining and tracking stock for IIT equipment and related assets.
• Performs other administrative duties that may be required within the CIO office.

Essential Skills and Experience

• At least 4 years of recent experience in administrative work, to include project support;
• Experience in the use of Project Management, and Resource Management tools (Service Now and Oracle ERP);
• Excellent knowledge and experience in the use of Microsoft Office packages (SharePoint, Word, Excel, PowerPoint and Access or other database applications);
• Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing;
• Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment;
• Excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff.

Desirable Skills and Experience

• Prior experience of working in an international environment comprising both military and civilian elements;
• Knowledge of NATO responsibilities and organization, including NATO HQ, ACO and ACT.

Working Location

• Brussels, Belgium

Working Policy

• Hybrid
• 50% On-site 50% From home

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance