Business Execution and Management Assistant

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.

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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 NATO's 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 NATO's communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATO's 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 NATO's mission to detect, deny, and defeat threats to its communication networks.
• Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.

Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

The NATO Communications and Information Agency (NCI Agency) is NATO’s 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 categorise's: 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.

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Role ID – C004825

Role Duties and Responsibilities

• Supports coordination and facilitates data collection for Business Intake related processes: annual Demand Forecast exercise as well as Customer Request Forms (CRFs) with local stakeholders and leadership.
• Provides administrative support to project boards, project assurance teams and quality review meetings.
• Uses recommended portfolio, service and project control solutions for planning, scheduling, tracking of execution and delivery.
• Compiles and distributes reports using NCIA dedicated reports and dashboards.
• Supports accurate time accounting through direct user guidance and participation in weekly timesheet monitoring initiative.
• Provides guidance on project and service management related software, procedures, processes, best practices, tools and techniques.
• Provides administrative support function to teams and meetings, follows up on action items if needed.
• Takes an active part in team meetings and knowledge sharing sessions.
• Sets up files and libraries in intranet, compiles and distributes reports.
• Provides guidance on administration software, procedures, processes, tools and techniques.
• Studies and evaluates the audit trails of various operational processes.
• Participates in the testing, review and analysis of existing internal controls.
• Applies new technology-based solutions to specific internal control processes.
• Completes, files and maintains forms used for internal control documentation.
• Makes recommendations for the enhancement of certain internal controls.

Essential Skills, Experience and Certifications

• Demonstrated knowledge and experience in coordination roles within financial management, workforce management and project management in a customer-funded environment;
• Proven experience in planning, preparation, execution, and reporting related to financial management, workforce management, and project management activities.
• Knowledge and experience in enterprise resource planning systems, project management processes, procedures and tools.
• Prior working experience using ServiceNow;
• Prior experience of working in an international environment comprising both military and civilian elements.
• Knowledge of NATO responsibilities and organization, including ACO and ACT.

Education

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

Working Location

• Brunssum, Netherlands

Working Policy

• Onsite

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance