Project Management 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 2025-0376

Role Background

Supporting NATO throughout all its geographical locations the NCI Agency is looking for Support for Project Management joining the journey of NATOs modernisation of IT services through leveraging the public cloud (Microsoft Azure M365 and Amazon AWS) delivering managed protected security-centric and reliable IT Services.

NCIA Migration to Cloud

The NATO Communications and Information Agency (NCI Agency) is dedicated to supporting NATOs strategic objectives including the ambitious NATO 2030 agenda. As part of this commitment we are spearheading the modernization and digital transformation of NATOs IT services. Our focus is on leveraging public cloud technologies incorporating a security-by-design approach and ensuring a seamless transition to a modern collaborative workplace environment.

Support for Project Management

In scope of Project Management Support the Contractors personnel is expected to support the management and coordination of cloud-related projects within NCIA ensuring that projects are delivered on time within scope and meet quality standards. The service provider will assist in tracking progress managing resources and coordinating communication between stakeholders.

Strong organizational and problem-solving skills will be essential to identify project risks and ensure successful project delivery. The Contractors personnel will also provide administrative support to project teams monitor project documentation and assist in the planning and execution of project milestones.

Role Duties and Responsibilities

• Resource Planning and Scheduling
  • Assist the senior project managers in resource planning activities ensuring that the required personnel and resources are available for project tasks.
  • Maintain and update project resources and project schedule using project management tools (e.g. ServiceNow).
  • Coordinate the allocation of resources with resource managers.
  • Monitor project milestones and ensure tasks are completed on time.
• Data and Knowledge Management
  • Maintain project data repositories ensuring that all project-related documents reports and communications are organized up-to-date and accessible to the project team.
  • Assist in the creation of knowledge management materials to support project deliverables.
  • Ensure that documentation and reports are stored in accordance with the organizations guidelines and best practices for data governance.
• Issue and Risk Tracking
  • Support the senior project manager by keeping track of project issue and risk registers.
  • Ensure that all project-related records are accurate complete and aligned with organizational standards.
• Meeting Organization and Documentation
  • Organize and coordinate project meetings including setting up virtual or physical meetings sending out invitations and preparing meeting agendas.
  • Take detailed and accurate notes during meetings capturing key points decisions and action items.
  • Distribute meeting minutes to stakeholders and ensure that follow-ups on action items are timely.
• Procurement Support
  • Assist senior project managers with project procurement activities including initiating procurement requests follow-up on procurement activities creating receipts.
  • Keep track of procurement-related communications and documentations
• Collaboration and Communication:
  • Collaborate with Cloud Operations Centre Project Managers Technical Leads and other relevant teams to ensure cohesive project management activities.
  • Communicate effectively with stakeholders to understand project management requirements and address concerns.

Essential Skills Experience and Certifications

• Working in a Project Management / Administration role for at least 3 years
• Basic understanding of project management principles methodologies and tools.
• Familiarity with project management software such as ServiceNow Microsoft Project or similar tools to track resources schedules and milestones
• Working with at least one of the above mentioned project management software at least for 2 years.
• Understanding of project life cycles and the ability to assist in the planning and execution of projects from initiation to completion.
• Strong attention to detail with the ability to manage multiple tasks simultaneously.
• Proven ability to maintain and update project schedules resource allocations and documentation.
• Capacity to handle and prioritize competing demands in a fast-paced environment.
• Excellent verbal and written communication skills to effectively collaborate with team members stakeholders and senior project managers.
• Ability to prepare and distribute meeting agendas and minutes ensuring clarity and accuracy in communication.
• Strong interpersonal skills for coordinating with different teams and stakeholders and ensuring timely follow-ups.
• Proven ability to work collaboratively within a team ensuring smooth coordination of project activities.
• Willingness to support technical leads and other teams to ensure project success and resolve project-related issues.
• Eagerness to learn and grow in project management with a proactive approach to personal development and skill enhancement.
• Adaptability to changing project requirements and an evolving work environment.
• Advanced proficiency in using standard office software including Microsoft PowerPoint Word and Excel with an experience of 3 years.
• Familiarity with at least one cloud-based platforms (e.g. Microsoft 365) or project management tools (e.g. ServiceNow Jira).
• The candidate has strong customer relationship skills including negotiating complex and sensitive situations under pressure.
• Full proficiency in the English language. French language proficiency is of advantage.
• The candidate must have the nationality of one of the NATO nations.
• The candidate must possess a NATO Se#cret Se#curity Clearance or national equivalent.

Working Location

• Braine lAlleud Belgium/ Brussels Belgium

Working Policy

• Hybrid (80% onsite/ 20% offsite)

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance