Project Support Coordinator

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.

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.

Role ID – C004954

Role Duties and Responsibilities

• Makes sure that support services are delivered effectively across portfolios and projects
• Applies and recommends appropriate control solutions for planning, scheduling, and tracking project activities
• Configures and maintains project management tools (MS Project, ServiceNow), and provides clear guidance on related procedures, processes, and techniques
• Offers basic advice and clarification on the development of individual project proposals
• Tracks expenses and maintains budget logs for project activities
• Prepares presentations and supporting materials for project reviews and stakeholder updates
• Captures and documents lessons learned from project completion for continuous improvement
• Assists to maintain information registers and ensures data is kept up to date
• Supports users in locating, saving, and organizing information in line with established guidance and security protocols
• Escalates any concerns or issues with information handling to senior team members
• Assists with straightforward data-quality activities, such as correcting file names, updating metadata, and maintaining documentation of procedures and SOPs
• Documents and maintains Standard Operating Procedures (SOPs) and process workflows
• Assists in the effective planning, coordination, and control of project resources
  • Helps to ensure that resources are allocated and monitored appropriately so that project deadlines are met
  • Assists with onboarding of personnel to projects and maintains resource records
  • Coordinates with Resource Managers regarding availability of resources to undertake activities on projects
  • Monitors resource utilization and performance
• Assists the team or manager in gathering and providing the information needed to support ongoing team processes
• Helps to plan and prepare for meetings (agendas, scheduling, minutes)
• Sets up and offers clear guidance on software, procedures, processes, tools, and techniques for administration and workplace productivity
• Liaises and coordinates activities across functions and service areas
• Updates and maintains office policies and procedures
• Provides some basic training to staff on tools, procedures, and systems.
• Provides information about the organization's services, facilities, or procedures to internal and external stakeholders
• Manages customer communication via various channels (email, phone, social media platforms)
• Responds to inquiries with professionalism, sensitivity, and reliability
• Schedules and confirms appointments, meetings, reservations, and travel arrangements
• Organizes, updates, and maintains files, records, databases, and spreadsheets in accordance with security and procedural guidelines
• Prepares and internally coordinates Statements of Work (SOW) for release to agency customers
• Contributing as needed in project delivery: review project documents, site implementation, change management, risk & issue management, etc.
• Creates, maintains, and administers project plans on behalf of Project Managers using MS Project and ServiceNow
• Monitors project performance and approves timesheets from resources
• Maintains project portals and document libraries
• Reports on project status to management and stakeholders
• Performs other duties as may be required

Essential Skills, Experience and Certifications

• Portfolio/Project Support (5-7 years): Configuring MS Project/ServiceNow, planning/tracking activities, budget management, expense tracking, financial reporting, project presentations
• Portfolio and Project Support: 5–7 years' experience supporting portfolios or projects, including planning, scheduling, tracking activities, maintaining project management tools such as MS Project or ServiceNow, preparing reports and presentations, tracking expenses, supporting budgets, and advising on project procedures and techniques.
• HSMO / Information Management: 5+ years' experience maintaining information registers, data management systems, SharePoint sites, document libraries, metadata, records, and controlled documentation, including in professional or classified environments. Experience drafting procedures and managing data quality is required.
• Resource Management: 4+ years' experience supporting resource planning, coordination, allocation, monitoring, onboarding, and liaison with resource managers to ensure staffing availability and delivery against project deadlines.
• Business Administration: 5+ years' experience gathering and organizing information, coordinating meetings, supporting team processes, providing software or procedural guidance, liaising across functions, updating policies and procedures, and delivering basic end-user training.
• Customer-Facing Communication: 8+ years' experience providing service or procedural information, managing communication channels, scheduling and confirming meetings or appointments, supporting stakeholders, and engaging with customers, vendors, or external partners. Experience with social media or multi-channel communication is desirable.
• Project Delivery Support: 4–5 years' experience preparing Statements of Work, maintaining project plans, coordinating resources, monitoring performance, approving time or resources, managing portals and document libraries, reporting project status, supporting risk and change management, implementation activities, and lessons learned.
• Microsoft Office Automation: 5+ years' hands-on experience using Microsoft Office tools, including Excel, Word, PowerPoint, Outlook, and Teams. Advanced Excel skills for budget tracking, data analysis, and reporting are required.
• Initiative, Flexibility, and Interpersonal Skills: 8+ years' experience demonstrating initiative, adaptability, problem-solving, self- direction, collaboration, responsiveness, and sensitivity to internal and external stakeholders in fast-paced, multi-priority environments.

Language

• English Communication: 10+ years' experience in roles requiring excellent written and spoken English, including formal correspondence, meeting minutes, reports, presentations, and professional documentation.

Desirable

• Experience with social media management, customer engagement, personnel onboarding, expense tracking, financial administration, presentation support, process documentation, training delivery, project planning and control tools, resource management systems, and SharePoint governance.

Working Location

• Mons, Belgium

Working Policy

• Onsite

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance