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 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 2025-0341

Role Background

The NATO Information and Communication Agency (NCIA) located in The Hague The Netherlands helps the Alliance communicate and work together to fulfil the NATOs mission of preserving peace and security for one billion citizens. Within NCIA the Chief Quality Office is responsible to develop sustain and continuously improve the quality culture our products and services and by this the overall quality of the Alliance CIS the light of this responsibility the Independent Assurance Branch Service Delivery Management Team is looking for a service contract which can provide us with project administration support including development and use of tools to facilitate this effort.

Role Duties and Responsibilities

• Under the direction of the Head of Independent Assurance Branch the Service Delivery Management Team Lead and Technical Lead the contractor will provide services related to the following main sprint activities as listed below
  • Activity 1: Capture requirements design document processes and implement various project administration support solutions following agreed action plan.
  • Expected Deliverables
    • Develop the required number of solutions to monitor and report including but not limited to:
      • Project estimations
      • Project and service monitoring (funds usage funds remaining)
      • Project and service reporting requirements
      • Organizational Level Agreements and funding transfers
      • Purchase requisitions for investments and expense costs
      • Licencing and hardware requirements and usage
      • Assignment and monitoring of team task management
      • Contractors and temporary workforce management
    • Activity 2: Maintain and update the created tools and trackers in order to provide required reports.
    • Expected Deliverables:
      • Continuous update of the data for each tracker.
      • Monthly update of the data to provide execution update report for reporting area.
      • Update dashboards to assist with viewing and understanding of report data.
    • The contractor will work using an Agile and iterative approach using multiple sprints. Each sprint is planned for an approximate duration of 4 weeks with an average 38 hours per week.
    • The contractor will be part of a team (technical lead Service Delivery manager assurance engineer) and will work using monthly sprint cycles. The content and scope of each sprint will be agreed with the service delivery manager during the sprint-planning meeting in writing.
    • The contractor will be required to complete all the required deliverables for each sprint in order for it to be complete with the work being planned to take approximately 4 weeks.
    • The 1st SPRINT will be used to develop a work plan for the delivery of each required tool and tracker by understanding the business requirements and problem domain and existing tools being used. The use of the submitted approach requested in section 1.1b will be used.
    • Subsequent SPRINTS will be based on this work plan with prior agreement and planning and will focus on two areas (1. design to implementation of tools and trackers and; 2. Use and management of the implemented tools and tracker).

Essential Skills Experience and Certifications

• (>3Y) Strong working knowledge of Microsoft Excel using advance functionalities to automate tasks analyse data and create reports and dashboards. Must demonstrate experience with the following:
• Ability to develop and maintain clear and concise process documentation including procedures
• Ability to generate and present report to management.
• Demonstrable ability to work autonomously and proactively and to follow internal processes
• Very good communication skills both spoken and written in English.
• Ability to think abstractly
• Ability to communicate with clarity coherence conciseness and engagement in both oral and written communication.
• Team player always willing to help others and to share knowledge.
• Good collaboration skills with the ability to work in a multinational and diverse team

Desirable Skills Experience and Certifications

• (>3Y) Strong working knowledge of Microsoft SharePoint 2019 specifically with Workflow and Automation for designing and building automated processes for tasks like document approvals requests and data routing.

Working Location

• The Hague Netherlands

Working Policy

• 100% onsite

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance