C003170 Admin Assistant (Projects Team Coordination) (NS) - TUE 28 Nov

Deadline Date: Tuesday 28 November 2023

Requirement: Admin Assistant (Projects Team Coordination)

Location: Braine L'Alleud, BE 

Full time on-site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 836

Required Start Date: 1 January 2024

End Contract Date: 31 December 2024

Required Security Clearance: NATO SECRET

Duties and Role:

Under the overall direction of SMC Projects Management Lead, the incumbent of the position will work in the SMC Projects Team to perform duties such as the following:

• Provides direct staff-level support to the assigned SMC Projects Management Lead;
• Support to deliver and update SMC financial reports;
• Support to deliver Project Management Deliverables (e.g. Reports, Plans, Protocols);
• Support to update the SMC Risk/Opportunity Register and monitor & control mitigation activities and deliverables;
• Support to update the SMC Issue Register and monitor & control related activities and deliverables;
• Provide direct support to SLC/DSLC is maintained with the HPMO office;
• Provide direct support to SAOs/PMs/SDMs in respect of the delivery of projects/services;
• Coordinate the Project Board inputs, meetings, and outputs process within HPMO;
• Provide KPI metrics to Service Areas and follow up on observations;
• Monitoring and control of metrics;
• Contribute to meetings with relevant Branch management and staff;
• Participation in weekly management meetings;
• Monitor resource allocation across relevant Service Areas and key skill sets and report issues/observations for rectification;
• Provide Quality Assurance checks on Project Management Deliverables;
• Support and contribute to the internal SMC guidance and development process;
• Deputize for equal or higher grade SMC staff;
• Performs other duties as may be required.

Requirements

Skill, Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance
• Excellent presentation and communication skills and an ability to interact with all levels of an organisation up to Board level management;
• Analytical / Data investigation skills;
• Creation and maintenance of Management reports;
• Knowledge of NCIA Project Management tools;
• Current experience in budgetary planning and management;
• Awareness of Project Management Framework / Methodologies such as PRINCE II, PMP;
• Demonstrated skills in Microsoft Office suite, including Word, Excel, PowerPoint and SharePoint;
• SharePoint development experience (Create, Manage and Update sites and lists);
• Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing;
• Current knowledge of NATO organization, internal structure and relationships;
• Knowledge of current working practice of NSIP processes/procedures;
• Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment;
• Good organisational, coordination and communication skills;
• Process creation, improvement and development;
• Experience of general document drafting & preparation;
• Creation and delivery of presentations, briefings and reports;
• Quality Assurance of documentation;
• Due to the sensitivity of the work, he/she must possess an unequivocal level of trust and discretion;

Desirable Experience and Education:

• Prior experience in a NATO IT-Project/IT-Service Delivery Environment;
• Prior experience of working in an international environment comprising both military and civilian elements;
• Knowledge of NATO responsibilities and organization and committees, including ACO, ACT, Infrastructure Committee and Budget Committee and their working groups;
• Knowledge of the NCI Agency