SMB Operations Coordinator for NATO with secuirity clearance

Hybrid work. Outside of IR35.

The contractor shall deliver services across SMB coordination (primary focus) and RM support (secondary focus) in accordance with the defined workload allocation:

1. SMB Operations Coordination (Primary approximately 80%)

Capture structure and maintain SMB tasking in a centralised action tracker including ownership priorities and deadlines

Monitor progress of activities and follow up on outstanding actions to ensure timely delivery

Prepare SMB meetings including agenda development coordination of inputs and preparation of briefing materials

Prepares reports and statements as requested by SMB Head

Record meeting minutes and maintain decision and action logs

Consolidate inputs from stakeholders into structured reports and operational summaries

Provide the SMB Head with clear visibility of ongoing activities risks and bottlenecks

Support the drafting of structured communications on behalf of SMB leadership

Monitor adherence to established processes and flag inconsistencies delays or risks

2. ERM Support (Secondary approximately 20%)

Maintain workforce trackers including posts vacancies and hiring status

Track recruitment-related actions including onboarding and follow up on status updates with relevant stakeholders

Maintain financial tracking logs including Purchase Requisitions (PRs) Purchase Orders (POs) invoices and work confirmations

Maintain ERM-related task trackers (including service requests SNOW tickets and R2R actions)

Consolidate data inputs for RM reporting

Ensure ERM-related documentation is structured current and audit-ready

3. Deliverables

SMB action and task trackers

Meeting minutes decision logs and governance action trackers

Structured operational reports and summaries

Workforce tracking logs and hiring status reports

Financial tracking logs (PR/PO/Invoice/Work Confirmation

ERM-related task trackers and consolidated data inputs

Organised SharePoint repositories and document libraries

4. Roles and Responsibilities

4.1 SMB Operations Coordinator (Contractor)

The contractor shall be responsible for the execution of coordination and support tasks and shall be accountable for the accuracy timeliness and completeness of maintained data and trackers.

4.2 SMB Head (SMBH)

The SMB Head shall act as the primary tasking authority and shall retain responsibility for operational leadership prioritisation and decision-making.

4.3 Embedded Resource Manager (ERM)

The ERM shall provide functional direction for RM-related activitiesand shall act as integrator across workforce portfolio and budget domains including alignment of priorities where overlap exists.

5. Tasking and Prioritisation

Tasking shall be issued primarily by the SMB Head

ERM-related tasking shall be issued by the Embedded Resource Manager

In the event of conflicting priorities the contractor will present the issue to the SMBH and the ERM for resolution.

The contractor shall not independently reprioritise assigned tasks

6. Constraints and Boundaries

Not perform decision-making functions or act in an authoritative capacity

Not assume ownership of workforce portfolio or budget management activities

Not act as a deputy or substitute for the SMB Head or EmbeddedResource Manager

Not engage stakeholders with commitments or decisions without prior direction

Escalate uncertainties conflicts or risks in a timely manner

7. Performance Standards

Maintain accurate consistent and up-to-date data across all trackers

Ensure traceability of actions decisions and communications

Provide timely follow-up and status updates

Maintain structured organised and audit-ready documentation

Demonstrate proactive and reliable coordination practices

8. Workload Allocation

SMB Operations Coordination: 80%

RM Support: 20%

Requirements Description:

Minimum of A-levels (or equivalent) supplemented by relevant vocational qualification or professional experience in business administration operational coordination management support or a related discipline.

Relevant professional experience may be considered in lieu of formal qualifications.

Minimum 35 years of relevant experience in administrative coordination or operational support roles within a structured environment.

Demonstrated capability in:

Proven experience coordinating day-to-day operations within a structured fast-paced and high-volume environment including maintaining action trackers and ensuring proactive follow-up on tasks deliverables and deadlines.

Proven experience supporting governance activities and leadership meetings including agenda preparation minutes actionlogs decision tracking and coordination of briefing materials.

Demonstrated ability to prepare structured reports operational summaries dashboards and professional correspondence to support leadership visibility and operational awareness.

Proven experience maintaining organised traceable and audit ready documentation including trackers logs and structured SharePoint repositories.

Strong proficiency in Microsoft Excel including advanced tracker management data consolidation and reporting activities.

Proven experience structuring and maintaining SharePoint sites or similar collaboration platforms to support operational coordination document control workflow visibility and information management.

Proven ability to coordinate effectively across multiple stakeholders and functions support coordination of competing priorities under tight timelines and maintain visibility across activities within a matrix environment without assuming decision making authority or supervisory responsibilities.

Desirable Qualifications and Experience

Familiarity with service management principles and coordination of operational workflows within a structured environment.

Experience supporting financial or procurement tracking activities(e.g. PR/PO monitoring invoice tracking or reporting support) within a coordination function.

Relevant SharePoint certification or advanced SharePoint user experience.

Experience supporting reporting activities dashboards or briefingmaterials for leadership visibility.

Experience within an international governmental or defence environment is considered an advantage.