Project Support Specialist

Spektrum have a wide range of exciting opportunities in several global locations. We are always looking to add great new talent to our team and look forward to hearing from you.

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 NATOs 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 NATOs communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATOs 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 NATOs mission to detect deny and defeat threats to its communication networks.
• Information Management: The NCIA manages NATOs information technology infrastructure including its databases applications and servers.

Overall the NCIA plays a critical role in ensuring the security and effectiveness of NATOs communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

The NATO Communications and Information Agency (NCI Agency) is NATOs 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 categorises: 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 ID C004951

Role Duties and Responsibilities

• Makes sure that support services are delivered effectively across 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
• Prepares presentations and supporting materials for project reviews and stakeholder updates
• 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.
• Escalates any concerns or issues with information handling to senior team members
• Assists with straightforward data-quality activities such as correcting file names and maintaining documentation of procedures and SOPs
• Documents and maintains Standard Operating Procedures (SOPs) and process workflows
• 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
• Coordinates with Resource Managers regarding availability of resources to undertake activities on projects
• Assists the team or manager in gathering and providing the information needed to support ongoing team processes
• Liaises and coordinates activities across functions and service areas
• Updates and maintains office policies and procedures
• Provides information about the organizations services facilities or procedures to internal and external stakeholders
• Manages customer communication via various channels (email phone)
• Responds to inquiries with professionalism sensitivity and reliability
• 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
• Contributing as needed in project delivery: review project documents site implementation change management risk & issue management etc.
• Maintains project portals and document libraries
• Reports on project status to management and stakeholders
• Performs other duties as may be required

Essential Skills Experience and Certifications

• Portfolio/Project Support: 57 years supporting project planning scheduling tracking reporting budgeting presentations and use of tools such as MS Project and ServiceNow.
• Information Management: 5 years managing information registers SharePoint content data quality metadata records and documentation in professional or classified environments.
• Resource Management: 4 years supporting resource planning allocation monitoring warehouse coordination and staffing availability.
• Business Administration: 5 years supporting team processes meetings user guidance cross-functional coordination procedures and end-user training.
• Customer-Facing Communication: 8 years managing customer/stakeholder communication appointments service information front-office relations vendors or external partners.
• Project Delivery Support: 45 years maintaining project plans coordinating resources monitoring performance managing document libraries reporting status and supporting risk/change activities.
• Microsoft Office Automation: 5 years using Excel Word PowerPoint Outlook and Teams including advanced Excel for reporting budgeting and analysis.
• English Communication: 10 years demonstrating excellent written and spoken English including correspondence minutes reports and presentations.
• Initiative and Flexibility: 8 years showing adaptability problem- solving self-direction and reliability in demanding changing environments.
• Interpersonal Skills: 8 years collaborating effectively with internal and external stakeholders and providing responsive customer support.

Education

• Bachelors degree in Economics Finance Human Resources Business Administration or a related field plus 7 years of relevant post-related experience.

Desired Skills Experience and Certifications

• Customer engagement onboarding support expense tracking logistics and asset management presentation support process documentation training/user support project/resource management tools and SharePoint governance.

Working Location

• Mons Belgium

Working Policy

• Onsite

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance

We never know what new opportunities might be just over the horizon. If this opportunity isnt for you please feel free to send us your resume anyway and be the first to know if something suitable for your skills and experience comes up.