Principal Assistant (Project Support) NaaS for NATO with security clearance

Would you like to join the leading international intergovernmental organization

The Principal Assistant (Project Support) NaaS provides high-level administrative project and information management support to ensure the effective delivery of programs portfolios and business operations. This role is responsible for implementing information governance supporting project control processes managing stakeholder relationships and assisting with business administration and change implementation.

Responsibilities:

Information management

Recommends remediation actions as required.

Identifies risks around the use of information.

Reports on the consolidated status of information controls to inform effective decision-making.

Monitors the implementation of effective controls for internal delegation audit and control relating to information and records management.

Supports the implementation of information and records management policies and standard practice.

Portfolio programme and project support

Supports programme or project control boards project assurance teams and quality review meetings.

Takes responsibility for the provision of support services to projects.

Uses and recommends project control solutions for planning scheduling and tracking projects.

Sets up and provides detailed guidance on project management software procedures processes tools and techniques.

Provides basic guidance on individual project proposals.

May provide a cross programme view on risk change quality finance or configuration management.

Stakeholder relationship management

Deals with problems and issues managing resolutions corrective actions lessons learned and the collection and dissemination of relevant information.

Implements stakeholder engagement/communications plan.

Collects and uses feedback from customers and stakeholders to help measure the effectiveness of stakeholder management.

Helps develop and enhance customer and stakeholder relationships.

Business administration

Assists the team/manager in ensuring they have the information needed to support ongoing team processes.

Assists in planning for meetings.

Sets up and provides detailed guidance on software procedures processes tools and techniques for administration and workplace productivity.

Liaises and organises across functions.

Updates and maintains office policies and procedures

Preparing and internally coordinating price proposals and / or Type B Cost Estimates (TBCE) including Statements of Work (SOW) for release to agency customers. This will be done through coordination with the relevant Subject Matter Experts (SMEs);

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

Work with project managers on business intake management (start-ups portfolio management business planning)

Work with project managers on regular reports based on agency standard tools and service line specific tools

Act as project manager for small projects which includes all activities related to the PM function from project start-up to project closure

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;

Coordinate with Contracting Officers for any external contracts including Invitations for Bid (IFBs) and Requests for Quotation (RFQs);

Monitoring project performance and approving time from resources;

Confirming customer acceptance and closing of the projects including Joint Final Acceptance and Inspection (JFAI) for NSIP;

Maintain project portals and document libraries;

Report on project status;

Change Implementation

Supports project managers in implementing changes to scope resources or timelines as needed.

Ensures change management procedures are documented and executed in line with organizational policies.

Resource Management

Assists in the effective planning and control of project resources.

Ensures proper resource allocation and monitoring to meet project deadlines

Essential Qualifications & Experience:

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.

Experience:

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

Training/Certifications:

Prince 2 Practitioner

Professional Scrum Master I

Desirable

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

Training/Certifications:

ITIL v4

MSP Foundation & MSP Practitioner

If youve read the description and feel this role is a great match wed love to hear from you! Click Apply for this job to be directed to a brief questionnaire. It should only take a few moments to complete and well be in touch promptly if your experience aligns with our needs.