Project Support Officer

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 – 2025-0151

Role Background

NATO Digital Workplace Centre (NDW Centre), part of NCIA, provides simple yet innovative solutions that underpin the Digital Transformation of NATO by provisioning a feature-rich Digital Workplace, which enables NATO staff members to connect, communicate, and collaborate. NDW Centre Project Management are contributing to several major projects that are enhancing the NCIA services and leading the user transition of the end users to the new enhanced services at multiple NATO locations. Projects are organized based on PRINCE2 principles.

 Role Duties and Responsibilities

Project Manager Support

• Assist the PM during the Project Implementation stages.
• Co-ordinate and fulfill the Service support activities necessary to assist the PM in the meetings, take notes and minutes as required.
• Maintain a project documentation library ensuring strict version control and naming conventions are adhered to.
• Liaison between the PM and the BSM, CPMO, P3SM Teams as well as any third party suppliers.
• Assist with the creation of advice, training, reference materials, and other guidance relating to projects.
• Assist in compiling, maintaining and updating project plans, resource plans, risks and issues registers, as well as regular Project Status Reports.
• Manage and co-ordinate all access security forms and equipment forms required for any project personnel to access NATO sites.
• Manage and co-ordinate all ICT requests and tickets for project personnel.

Reporting

• Generate Excel reports from EBA or from ServiceNow.
• Run PR-PO reports in EBA as per PM requests.
• Preparation of Monthly EPHRs (Electronic Project Health Report) known as PSR in SNOW.

EBA

• Create and follow up PRs in EBA under the direction of the PM.
• Perform the necessary maintenance for PRs to determine if the associated PO has been created and applied as required.
• Create receipts in EBA for hardware, software and services as required under the direction of the PM.
• Liaise with the Acquisition/ECAM/Warehouse stakeholders for receiving hardware and software licenses.

ServiceNow

• Perform “Quality Checks” on the ServiceNow Plans, using a predefined Quality Checklist.
• Load resources in ServiceNow as per PM request.
• Run monthly checks in Work Package financials and present to the PM for assessment.
• Ensure project plans / schedules are up to date when receiving funds and update if necessary.
• Under direction of the PM, create and maintain project plans in ServiceNow.
• Maintain the Risk and Issues logs.

 Essential Skills and Experience

• Experience (at least 3 years) and skills in project support function
• Experience and skills in project support in areas of planning coordination and reporting
• Excellent Microsoft Office (particularly Word and Excel) skills
• Experience and skills on creating reports
• Experience is capturing and submitting minutes
• Experience in a large international organization
• Experience of working with NATO, especially the NCIA
• Experience of placing and managing purchase requests in financial systems

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