Project Administrator

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 – 2025-0341

Role Duties and Responsibilities

• Capture requirements, design, document processes and implement various project administration support solutions following agreed action plan.
• Develop the required number of solutions to monitor and report including but not limited to:
• Project estimations
• Project and service monitoring (funds usage – funds remaining)
• Project and service reporting requirements
• Organizational Level Agreements and funding transfers
• Purchase requisitions for investments and expense costs
• Licencing and hardware requirements and usage
• Assignment and monitoring of team task management
• Contractors and temporary workforce management
• Maintain and update the created tools and trackers in order to provide required reports.
• Continuous update of the data for each tracker.
• Monthly update of the data to provide execution update report for reporting area.
• Update dashboards to assist with viewing and understanding of report data.
• Produce sprint completion reports (format: e-mail update), which include details of activities performed.

 Essential Skills, Experience and Certifications

• (>3Y) Strong working knowledge of Microsoft Excel using advance functionalities to automate tasks, analyse data and create reports and dashboards. Must demonstrate experience with the following:
• Advance Formulas Complex functions like VLOOKUP, INDEX/MATCH, UMPRODUCT, and other array formulas to perform intricate calculations
• Data Analysis and Visualisation Using tools like pivot tables, charts, and dashboards to summarize, analyse, and present data in a clear and easy-to-understand format.
• Automation Write and edit macros and VBA (Visual Basic for Applications) scripts to automate repetitive tasks
• Data management: How to clean, sort, and filter large datasets to make them more manageable and to identify specific information quickly.
• Problem-solving: Apply knowledge of Excel to solve complex, data-related problems and build dynamic models.
• Integration: Able to integrate Excel with other platforms and data sources. (Jira, ServiceNow and SharePoint integration would be seen as an asset)
• Communication: Effectively explain findings and train others on how to use Excel.
• Ability to develop and maintain clear and concise process documentation, including procedures
• Ability to generate and present report to management.
• Demonstrable ability to work autonomously and proactively and to follow internal processes

 Desirable Skills, Experience and Certifications

• (>3Y) Strong working knowledge of Microsoft SharePoint 2019, specifically with Workflow and Automation for designing and building automated processes for tasks like document approvals, requests, and data routing.

 Working Location

• The Hague, Netherlands

Working Policy

• On-site

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance