C004954 Principal Assistant (Front Office & Admin Support) (NS) THU 23 Jul EXT

Deadline Date: Thursday 23 July 2026 (was Friday 17 July 2026)

Requirement: Principal Assistant (Front Office & Administrative Support)

Location: Mons BE

Full Time On-Site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 600

Required Start Date: 17 August 2026

End Contract Date: 31 December 2026

Required Security Clearance: NATO SECRET

Duties & Role:

Portfolio programme and project support

• Makes sure that support services are delivered effectively across portfolios and projects
• Applies and recommends appropriate control solutions for planning scheduling and tracking project activities
• Configures and maintains project management tools (MS Project ServiceNow) and provides clear guidance on related procedures processes and techniques
• Offers basic advice and clarification on the development of individual project proposals
• Tracks expenses and maintains budget logs for project activities
• Prepares presentations and supporting materials for project reviews and stakeholder updates
• Captures and documents lessons learned from project completion for continuous improvement

HSMO Tasks

• Assists to maintain information registers and ensures data is kept up to date
• Supports users in locating saving and organizing information in line with established guidance and security protocols
• Escalates any concerns or issues with information handling to senior team members
• Assists with straightforward data-quality activities such as correcting file names updating metadata and maintaining documentation of procedures and SOPs
• Documents and maintains Standard Operating Procedures (SOPs) and process workflows

Resource Management

• Assists in the effective planning coordination and control of project resources
• Helps to ensure that resources are allocated and monitored appropriately so that project deadlines are met
• Assists with onboarding of personnel to projects and maintains resource records
• Coordinates with Resource Managers regarding availability of resources to undertake activities on projects
• Monitors resource utilization and performance

Business administration

• Assists the team or manager in gathering and providing the information needed to support ongoing team processes
• Helps to plan and prepare for meetings (agendas scheduling minutes)
• Sets up and offers clear guidance on software procedures processes tools and techniques for administration and workplace productivity
• Liaises and coordinates activities across functions and service areas
• Updates and maintains office policies and procedures
• Provides some basic training to staff on tools procedures and systems.

Customer-Facing Duties

• Provides information about the organizations services facilities or procedures to internal and external stakeholders
• Manages customer communication via various channels (email phone social media platforms)
• Responds to inquiries with professionalism sensitivity and reliability

Administrative and Coordination Duties

• Schedules and confirms appointments meetings reservations and travel arrangements
• Organizes updates and maintains files records databases and spreadsheets in accordance with security and procedural guidelines
• Prepares and internally coordinates Statements of Work (SOW) for release to agency customers
• Contributing as needed in project delivery: review project documents site implementation change management risk & issue management etc.
• Creates maintains and administers project plans on behalf of Project Managers using MS Project and ServiceNow
• Monitors project performance and approves timesheets from resources
• Maintains project portals and document libraries
• Reports on project status to management and stakeholders
• Performs other duties as may be required

Skills Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance
• Portfolio/Project Support (5-7 years): Configuring MS Project/ServiceNow planning/tracking activities budget management expense tracking financial reporting project presentations
• Portfolio and Project Support: 57 years experience supporting portfolios or projects including planning scheduling tracking activities maintaining project management tools such as MS Project or ServiceNow preparing reports and presentations tracking expenses supporting budgets and advising on project procedures and techniques.
• HSMO / Information Management: 5 years experience maintaining information registers data management systems SharePoint sites document libraries metadata records and controlled documentation including in professional or classified environments. Experience drafting procedures and managing data quality is required.
• Resource Management: 4 years experience supporting resource planning coordination allocation monitoring onboarding and liaison with resource managers to ensure staffing availability and delivery against project deadlines.
• Business Administration: 5 years experience gathering and organizing information coordinating meetings supporting team processes providing software or procedural guidance liaising across functions updating policies and procedures and delivering basic end-user training.
• Customer-Facing Communication: 8 years experience providing service or procedural information managing communication channels scheduling and confirming meetings or appointments supporting stakeholders and engaging with customers vendors or external partners. Experience with social media or multi-channel communication is desirable.
• Project Delivery Support: 45 years experience preparing Statements of Work maintaining project plans coordinating resources monitoring performance approving time or resources managing portals and document libraries reporting project status supporting risk and change management implementation activities and lessons learned.
• Microsoft Office Automation: 5 years hands-on experience using Microsoft Office tools including Excel Word PowerPoint Outlook and Teams. Advanced Excel skills for budget tracking data analysis and reporting are required.
• English Communication: 10 years experience in roles requiring excellent written and spoken English including formal correspondence meeting minutes reports presentations and professional documentation.
• Initiative Flexibility and Interpersonal Skills: 8 years experience demonstrating initiative adaptability problem-solving self- direction collaboration responsiveness and sensitivity to internal and external stakeholders in fast-paced multi-priority environments.

Additional Desired Skills

• Experience with social media management customer engagement personnel onboarding expense tracking financial administration presentation support process documentation training delivery project planning and control tools resource management systems and SharePoint governance.

Required Experience:

Staff IC