C004805 Project Support Officer (NS) - TUE 15 Sep RELAUNCH

EMW; Eigenbrakel; Hybride; EUR 42 000 - 62 000; Plein temps

Résumé du poste

EMW in Belgium seeks an experienced Project Support Officer to plan, monitor, and control complex projects with NATO-related scope. You will maintain master schedules, track budgets and risks, and ensure governance processes are followed.

This role requires coordinating site access, logistics, and documentation across multiple teams. Applicants must hold active NATO SECRET clearance and demonstrate expertise in scheduling tools, Excel, and PMIS.

Qualifications

• Active NATO SECRET clearance is required for the role.
• Strong proficiency in project scheduling tools (e.g. Microsoft Project, ServiceNow).
• Advanced Excel skills (pivot tables, lookups, conditional formatting) for cost tracking and resource models.
• Proficient in Microsoft 365 (SharePoint, Teams, Word, PowerPoint) for documentation and reporting.
• Ability to build dashboards, translate data into RAG status, trend charts and summaries for senior audiences.
• Familiarity with PMIS or portfolio tools is desired.
• Exceptional attention to detail and strong organisational capabilities.
• Excellent written communication and ability to draft clear minutes, reports and status updates.
• Proactive, self-starting attitude with the ability to anticipate needs.

Responsabilités

• Maintain the master project plan and detailed schedules in the planning tool; update weekly and flag risks.
• Prepare look-ahead schedules, Gantt charts and milestone trackers for board meetings and briefings.
• Support re-planning at stage boundaries or changes requiring a revised baseline.
• Maintain RAID log, Risk/Issue/Decision/Quality registers and ensure governance reviews.
• Track change requests and document changes against baselines.
• Establish and maintain project filing structure with version control and access permissions.
• Manage documents flow: pre-reads, sign-offs, archiving, latest versions.
• Monitor project expenditure, process POs, timesheets and invoices; code costs to budgets.
• Coordinate site access and logistics, track site visits, permits, and security requirements.
• Draft reports, organize meetings, prepare agendas, take minutes and track actions.

Connaissances

NATO SECRET clearance

Scheduling tools

Advanced Excel

Microsoft 365

Dashboarding & reporting

PMIS / portfolio tools

Attention to detail

Organisational skills

Written communication

Proactive / self-starter

Diplomatic / persistence

Outils

Microsoft Project

ServiceNow

Pivot tables (Excel)

Description du poste

Previously proposed candidates were not compliant for the following reasons:

• Insufficient Organisational & Administrative Skills
• Unable to demonstrate the qualifications in an interview.
• No project support officer experience, only project manager
• Insufficient Professional & Interpersonal Skills
• No relevant experience, too much finance and auditor, not with support experiences
• No sufficient experience in project support roles
• No project support officer experience
• No satisfactory performance on the interview casting doubts on the experiences described
• No relevant experience, engineer, not with support experiences

Deadline Date:

Tuesday 15 September 2026

Requirement:

Project Support Officer

Location:

Braine-l'Alleud, BE

Full Time On-Site:

No

Time On-Site:

40%

Total Scope of the request (hours):

360

Required Start Date:

21 October 2026

End Contract Date:

31 December 2026

Required Security Clearance:

NATO SECRET

Duties & Role:

Planning & Schedule Control
Maintain the master project plan and detailed work schedules in the agreed planning tool, updating progress weekly from workstream leads and flagging slippage or critical path risks to the Project Manager.
Prepare look-ahead schedules, Gantt charts, and milestone trackers for use in project board meetings and team briefings.
Support re-planning exercises at stage boundaries or when approved changes require a revised baseline.
Registers & Project Controls
Own and maintain the RAID log (Risks, Actions, Issues, Dependencies), chasing owners for updates and escalating overdue items.
Maintain the Risk Register, Issue Register, Lessons Log, Quality Register, and Decision Log, ensuring entries are current, consistently formatted, and reviewed at the appropriate governance forum.
Track change requests through the change control process, recording the details of each approved change against the baseline.
Document & Configuration Management
Establish and maintain the project filing structure, enforcing version control, naming conventions, and access permissions across the shared workspace.
Manage the flow of project documents — distributing pre-reads, collecting sign-offs, archiving approved deliverables, and ensuring the team always works from the latest version.
Act as configuration librarian where required, tracking the status of all formal project products.
Financial & Resource Tracking
Track project expenditure against the approved budget, recording actuals, commitments, and forecasts and flagging variances to the Project Manager.
Process purchase orders, timesheets, and contractor invoices through the agreed workflow, ensuring costs are coded to the correct budget lines.
Maintain the resource allocation schedule and highlight conflicts or gaps requiring management attention.
Site Access & Logistics Coordination
Coordinate site access arrangements for audit teams, refresh contractors, and specialist surveyors, liaising with local security points of contacts to secure the required access.
Maintain the site visit schedule, tracking confirmed dates, access permits, security clearances, and any site-specific induction or health and safety requirements that must be completed before arrival.
Maintain a site access tracker that records visit outcomes — completed, rescheduled, or denied — and flags sites with repeated access difficulties to the Project Manager for escalation to the Vendor Manager or client.
Coordinate with contractors and internal teams to sequence site visits efficiently, grouping geographically close sites into logical routes and avoiding clashes where multiple teams require access to the same location.
Ensure all site visit documentation — access request forms, risk assessments, method statements, and photographic evidence of completed work — is collected, filed, and linked to the relevant site record in the project filing structure.
Reporting & Governance Support
Draft highlight reports, checkpoint reports, and dashboard packs for the Project Manager's review, pulling together schedule, cost, risk, and quality data into a clear narrative.
Organise all project meetings — booking rooms or virtual sessions, preparing agendas, circulating papers, and confirming attendance.
Take accurate minutes, record decisions and actions with owners and deadlines, and follow up on outstanding actions between meetings.
Maintain the forward calendar of stage gates, board meetings, and quality reviews, ensuring all required inputs are prepared on time.
General Team Support
Act as the first point of contact for administrative queries from team members, directing people to the right templates, processes, or escalation routes.

Specific Working Conditions:

The job requires frequent travel to NATO sites. The incumbent might travel around 4 times a month to other locations in Belgium.

Requirements

Skill, Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance
• Strong proficiency in project scheduling tools — ideally Microsoft Project and ServiceNow
• Advanced Excel skills including pivot tables, lookups, conditional formatting, and the ability to build and maintain cost trackers and resource models
• Confident user of Microsoft 365 (SharePoint, Teams, Word, PowerPoint) for document management, collaboration, and reporting
• Ability to build clear, concise dashboards and visual reports that translate raw data into RAG statuses, trend charts, and exception summaries for senior audiences
• Familiarity with project management information systems (PMIS) or portfolio tools
• Exceptional attention to detail — the kind of person who notices a version number is wrong, a date has shifted, or a name is misspelled before it reaches a board pack
• Highly organised with the ability to manage multiple concurrent tasks, deadlines, and information flows without dropping things
• Strong written communication — able to draft clear, grammatically correct minutes, reports, and status updates that require minimal editing by the Project Manager
• Proactive and self-starting — able to anticipate what the Project Manager will need next rather than waiting to be asked
• Diplomatic and persistent when chasing actions from colleagues, contractors, and senior stakeholders who may not prioritise the PSO's requests
• Comfortable working across all levels of seniority, from site teams to the project board, and adapting communication style accordingly
• Calm under pressure, particularly during busy reporting periods, stage gates, or when multiple deadlines converge
• Trustworthy with sensitive information — the PSO will have visibility of financial data, personnel matters, and pre-decisional papers
• Team-oriented with a willingness to pick up whatever needs doing — the PSO role is broad and sometimes unglamorous, and the right person takes pride in making the whole team more effective
• Willing to challenge constructively — confident enough to push back if a process is being bypassed or a standard is slipping, even when the person cutting corners is more senior