Administrative Support Officer — Security Engineering Team for NATO with security clearance

WLG; Henegouwen; Sur place; EUR 42 000 - 60 000; Plein temps

Résumé du poste

WLG in Belgium is seeking a detail‑oriented administrator to manage change paperwork and documentation for a security engineering team. You will own the document lifecycle, from archiving vendor releases to updating the lab portal and post‑change reports.

Requirements include several years in document management and SharePoint, strong Office/Outlook skills, Excel data analysis, and proactive communication across technical and non‑technical staff. TOGAF/ITIL bonuses.

Qualifications

• Several years in document management and SharePoint content.
• Proficient in Office applications and Outlook with calendar discipline.
• Strong Excel skills for data filtering and trend reading.

Responsabilités

• Archive vendor releases with guides, release notes and change logs.
• Process internal change requests and ensure compliance paperwork.
• Run the team mailbox and track open items to closure.
• Maintain the web portal, publish releases and verify completeness.
• Document procedures, minutes, and repository organization.
• Provide general support like reporting inputs, onboarding, logistics.

Connaissances

Document management

SharePoint

Office suite

Excel data analysis

Outlook

Communication

Attention to detail

Outils

SharePoint

Excel

Outlook

Acrobat

Description du poste

Engineering teams run on the things nobody sees: the change paperwork that gets filed on time, the mailbox where nothing goes unanswered, the portal that actually holds the current version. A multinational defence organisation is looking for the person who owns all of that for a security engineering team.

What You Would Be Doing

• Following vendor releases, then downloading, packaging and archiving them with the guides, release notes and change logs that belong beside them.
• Raising internal change requests and carrying the approval and compliance paperwork through to the end.
• Running the team's shared mailbox: tracking what is open, chasing the engineer who has not replied, sending the reminder, and keeping the closure status visible.
• Keeping the team's web portal current — replacing superseded material, publishing new releases, and checking a package is complete before it goes up.
• Making sure the lab reflects the approved versions and the configuration the engineers asked for, and tracking where lab and production have drifted apart.
• Following changes after they land: the post-change report, the analysis in Excel, and a short structured summary that tells the engineers what to correct.
• Writing down procedures and workflows, taking minutes, tracking actions, and keeping the documentation repository in a state where the next person can find things.
• General support around the team: spreadsheets and reporting inputs, onboarding newcomers, visitor logistics and room bookings.

What you would bring

• Several years working inside a document management system, and the same again with SharePoint content.
• Confident daily use of Office and Acrobat, with real depth in Outlook — shared calendars, tasks and the discipline that goes with them.
• Statistical work in Excel: filtering, grouping and reading a trend rather than a row.
• Organisation and follow-up as a habit, an eye for detail in documents, and the tact to chase a busy engineer without friction.
• Proactive communication across technical and non-technical people alike.
• Nice to have: familiarity with allied procedures and forms, a grounding in cyber security concepts, project management exposure, and certifications such as TOGAF, ArchiMate or ITIL.

Extensions are offered where the work goes well. Applications are reviewed as they arrive.