Principal Assistant (SharePoint Analyst or Designer)

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 C004593

Role Duties and Responsibilities

• Support the Service Line in redesigning the main SharePoint portal and harmonizing all subordinate SA and area pages.
• Map current sites and content propose an improved information architecture and navigation and agree this with the Service Line leadership.
• Engage each SA Head (or nominated focal point) through short structured sessions to capture requirements define page structure and validate final layouts.
• Implement modern SharePoint pages libraries lists and navigation in line with agreed standards (naming conventions permissions templates and views).
• Clean and migrate content from legacy pages/libraries to the new structure removing duplicates and obsolete material in coordination with content owners.
• Define and document a light governance model (roles responsibilities review cycles and change process) and provide brief training/handover to SA content owners.
• Assists the team or manager in gathering and providing the information needed to support ongoing team processes.
• Helps to plan and prepare for meetings.
• Sets up and offers clear guidance on software procedures processes tools and techniques for administration and workplace productivity.
• Liaises and coordinates activities across functions.
• Updates and maintains office policies and procedures.
• Providing information about the organisations services facilities or procedures.
• Scheduling and confirming appointments meetings or reservations.
• Organizing updating and maintaining files records and basic databases or spreadsheets.
• Preparing and internally coordinating 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.
• Preparing and maintaining project plans (including service now activities)
• Assisting in resource allocations
• Create maintain and administer project plans as needed on behalf of Project Managers;
• Coordinate with Resource Managers in respect to availability of resources to undertake activities on projects;
• Monitoring project performance and approving time from resources;
• Maintain project portals and document libraries;
• Report on project status;
• Performs other duties as may be required.

Essential Skills Experience and Certifications

• Sound knowledge and experience in the use of Microsoft office automation package
• Excellent command of spoken and written English with a proven ability to communicate effectively orally and in writing;
• Experience in roles requiring to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment;
• Experience in roles requiring excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff

Desirable Skills Experience and Certifications

• Thorough knowledge of computer-based tools for project planning/control and resource management (like MS Project or Service Now);

Education

• Higher vocational Training in a relevant discipline with 5 years post related experience. Or a secondary educational qualification with 3 years post related experience.

Working Location

• The Hague NL

Working Policy

• Hybrid (50% onsite/ 50% offsite)

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance