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.

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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 – C004600

Role Duties and Responsibilities

• Providing day-to-day project administration and project support to projects, with specific focus on an NSIP project;
• Supporting project planning activities and performing or supporting associated time approvals when projects are in execution;
• Providing financial administration support, including the processing of purchase requests when required;
• Reviewing project plans and cost estimates prior to dissemination, ensuring that project baselines are properly managed and supporting the baselining process;
• Supporting Project Managers in effective project planning, project control, reporting, and the use of relevant Business Intelligence tools;
• Supporting the management by exception process by identifying and escalating deviations from agreed plans, baselines, tolerances, milestones, costs, risks, issues, or resource assumptions;
• Assisting in the analysis of project metrics and KPIs used to support internal and external reviews;
• Assisting in the resource levelling process and providing resource managers with relevant information required for effective personnel management;
• Performing any other duties as required within the scope of project administration, planning, reporting, and project support.

Essential Skills, Experience and Certifications

• Proven experience providing day-to-day project administration and project support within a portfolio or multi-project environment on high profile and high priority projects/programmes, including support to Project Managers and project teams is required, preferably within the NCI Agency and/or NATO;
• At least 2 years of post-related experience; or, exceptionally, at least 5 years of extensive and progressive experience in duties related to project administration, project support, planning, or project control;
• Demonstrated experience supporting the project baselining process, including reviewing project plans and cost estimates prior to dissemination and ensuring that baselines are properly managed.
• Experience supporting projects during execution, including time approvals, progress tracking, and coordination of planning updates.
• Experience assisting with project metrics and KPI analysis in support of internal and external reviews.
• Support the management by exception process by identifying and escalating deviations from agreed project plans, baselines, tolerances, milestones, costs, risks, issues, or resource assumption.
• Experience supporting financial and resource management activities, including processing purchase requests when required, supporting resource levelling, and providing resource managers with information needed for effective personnel management.
• Extensive experience with project planning toolsets, primarily ServiceNow, and preferably in enterprise environments.
• Skilled in the use of advanced computer-based tools in the areas of office automation (MS Office Suite especially MS Excel, MS SharePoint);
• Familiarity with P3M principles, Programme, Portfolio and Project Management and knowledge of project management and project planning methods, with a primary focus on project-level planning, control, and support.
• Excellent attention to detail, with the ability to identify and correct inaccuracies in project documentation, including version numbers, dates, formatting, spelling, and consistency issues before documents are finalised or submitted for review.
• Strong organisational skills, with the ability to manage multiple concurrent tasks, deadlines, meetings, trackers, and information flows in a structured and reliable manner.
• Clear, concise, and effective written communication skills, including the ability to prepare meeting minutes, action logs, reports, briefing inputs, and other project documentation.
• A proactive and self-starting approach, with the ability to anticipate Project Manager and project team needs, follow up on actions, and progress tasks without requiring constant direction.
• Ability to engage diplomatically and persistently with colleagues, contractors, Project Managers, resource managers, and senior stakeholders to obtain updates, close actions, and maintain project momentum.
• Experience supporting Project Managers in the preparation of price proposals, cost estimates, planning assumptions, and related project documentation.
• Knowledge of, or experience with, the NCI Agency business intake process is desirable.
• Good knowledge of Business Intelligence and reporting tools, particularly Excel-based tools, including the use of pivot tables, data analysis, trackers, and structured reporting outputs.
• Highly organised with the ability to manage multiple concurrent tasks, deadlines, and information flows without dropping things.

Desirable Skills, Experience and Certifications

• PRINCE2 Foundation and Practitioner or PMI equivalent such as CAPM or PMP.
• Prior experience of working in an international environment comprising both military and civilian elements;

Working Location

• Braine l’Alleud, Belgium

Working Policy

• Hybrid (60% onsite, 40% off-site)

Travel

• The incumbent might travel to other NATO locations. In 2027, it is likely the incumbent will travel to Mons once a week.

Security Clearance

• Valid National or NATO Secret personal security clearance