Project Support Officer

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 2025-0156

Role Background

The ITM Recovery project is meant to replace the legacy Automated Information Systems (AIS) NS classification network with a modernized ITM Operational Network (ON) at NS across the NATO Command Structure (NCS). The project structure includes 14 Work Packages organized in 4 pillar teams with about 30 people interacting daily with each other and externally too.

The objective in this SOW is the NCI Agency to receive specialized support as defined below:

• Organize and maintain SharePoint libraries documentation internal and external portals
• Build and maintain reports in Excel Word Powerpoint and PowerBI
• Support internal and external meetings including tracking actions
• Support project activities tracking in JIRA

Role Duties and Responsibilities

IKM

• Organize and maintain SharePoint libraries internal and external portals and wiki pages;
• Support the documentation custodian; maintain documentation configuration baselines and logs; maintain and implements the documentation change management process; support documentation templates for reports official letters and other project documentation including contractual artefacts
• Manages permission levels for project team members to project portals support to SharePoint (SP) utilization.
• Enter/update data in SharePoint JIRA ServiceNow.
• Manage stakeholder (lists privileges communication)

Reporting

• Tracking monitoring and reporting on project progress for various stakeholder reporting.
• Construct and maintain data structures for reporting using Microsoft applications (mainly Excel PowerBI)
• Assist the PO in tracking and forecasting costs
• Reporting to project management team in intervals as requested.
• Performs other PO related duties as required.

Project Office

• Support the project activities tracking in JIRA.
• Lead the administrative coordination of physical meetings with stakeholders preparing agendas documentation folders and the overall organization including in rare cases social events organization.
• Support internal project meetings for the project Pillars
• Documenting the action items in meetings and follows-up with the relevant members of the project team

Essential Skills and Experience

• Proficiency and proven experience in managing Microsoft SharePoint portals; in particular building pages adding web apps linking lists to MS DB and Excel etc.
• Proficiency and experience in organizing meetings taking minutes and draft comprehensive summaries.
• Proficiency in the use of Microsoft Office Suite. During interviews question will be asked on pivot tables MS DB relational tables MS word styles etc
• Proficiency on transforming and linking data sources to produce reports on PowerBI or Excel
• Good Knowledge and experience in using JIRA Agile Kanban
• Good Knowledge and experience in project management software (eg Microsoft Project Service NOW);
• Good Knowledge of project management principles practices and procedures.
• A recognized Project Management certification such as Prince2 or PMP.
• At least five (5) years experience in project management support.
• Good knowledge of configuration management principles and processes
• Ability to establish and maintain effective working relationships with stakeholders with positive attitude
• Motivation to continue learning new tools or environments that NCIA will provide during contract execution

Language Proficiency

• Business English

Working Location

• Braine lAlleud Belgium

Working Policy

• On-Site

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance