Principal Assistant (Project Support) (outsourcing)

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 – C004520

Role Duties and Responsibilities

• 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.
• 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.
• 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.
• 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;
• 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.
• Assists in the effective planning and control of project resources.
• Ensures proper resource allocation and monitoring to meet project deadlines.
• Deputize for higher grade staff, if required;
• Performs other duties as may be required.

Essential Skills, Experience and Certifications

• Sound knowledge and experience in the use of Microsoft office automation package
• Thorough knowledge of computer-based tools for project planning/control and resource management (like MS Project or Service Now);
• 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

Edication

• 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

• Brussels, Belgium

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