Endpoint Security Assistant

Spektrum; Henegouwen; Hybride; EUR 45 000 - 65 000; Plein temps

Résumé du poste

Spektrum seeks an EDMS/SharePoint administrator to support NATO-related projects in a hybrid Belgian role. You will manage document systems, archives, and change control, while coordinating with engineers and security teams.

Requirements include 3+ years with EDMS/SharePoint, Office365 and Excel analytics; NATO procedures familiarity is a plus. Occasional travel to NATO sites may be required.

Qualifications

• At least 3 years’ practical experience in an EDMS (Enterprise Document Management System).
• At least 3 years’ experience with SharePoint content management.
• At least 3 years’ experience with standard desktop tools like Office and Adobe Acrobat. Emphasis on Outlook use, calendar management, shared calendars and Outlook tasks.
• At least 1 years’ experience with statistical analysis on Excel.
• Familiarity with NATO procedures and forms will be an asset.
• Familiarity with NATO structure will be an asset.
• Familiarity with cyber security concepts will be an asset.
• Familiarity with project management will be an asset.
• Development of technical requirements, system diagrams and other engineering products to aid Cybersecurity acquisition and procurement;
• Ability to apply architecture methodologies to express complex systems.

Responsabilités

• Monitor vendor sites for software updates and tools.
• Download, package, and archive software releases (ZIP files).
• Prepare supporting documentation (product guides, release notes, change logs).
• Initiate and process internal RFCs.
• Complete internal approval documentation and compliance paperwork.
• Monitor and manage the team’s group mailbox.
• Track pending requests and open items.
• Follow up with engineers on unanswered emails and tickets.
• Provide reminders and ensure no actions are missed.
• Maintain visibility of response status and closure.
• Update the team’s web portal.
• Replace outdated versions of published materials.
• Ensure new releases are uploaded and verified.
• Perform quality checks before publication.
• Ensure lab environments have latest approved software versions.
• Maintain configurations per engineering guidance.
• Track version alignment between lab and production references.
• Prepare follow-up reports (one week post-change).
• Analyze results using Excel (filtering, grouping, trend analysis).
• Summarize findings and present feedback to engineers.
• Highlight corrective actions as needed.
• Document internal procedures and workflows.
• Take meeting minutes and track action items.
• Maintain structured documentation repository.
• Record and update processes consistently.
• Handle internal admin requests (spreadsheets, reporting inputs).
• Support onboarding of newcomers.
• Coordinate visitor logistics (room bookings, access).
• Assist with operational organization tasks as required.

Connaissances

EDMS

SharePoint

Office Suite

Outlook

Excel

NATO Procedures

NATO Structure

Cyber Security

Project Management

Architecture Methods

Communication Skills

Documentation

CISM/CISSP/GIAC

TOGAF

ArchiMate

ITIL

Formation

Bachelor’s degree

Outils

EDMS

SharePoint

Office

Description du poste

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.

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 – C005336

Role Duties and Responsibilities

• Monitor vendor sites for software updates and tools
• Download, package, and archive software releases (e.g., ZIP files)
• Prepare supporting documentation (product guides, release notes, change logs)
• Initiate and process internal Requests for Change (RFCs)
• Complete required internal approval documentation and compliance paperwork
• Monitor and manage the team’s group mailbox
• Track pending requests and open items
• Proactively follow up with engineers on unanswered emails and tickets
• Send reminders and ensure no actions are missed
• Maintain visibility of response status and closure
• Maintain and update the team’s web portal
• Replace outdated versions of published materials
• Ensure new releases are properly uploaded
• Verify completeness of uploaded materials (e.g., release notes, change logs)
• Perform quality checks before publication
• Ensure lab environments are updated with latest approved software versions
• Maintain correct configurations based on engineering guidance
• Track version alignment between lab and production references
• Track implementation of configuration changes
• Prepare follow-up reports (e.g., one week post-change)
• Analyze results using Excel (filtering, grouping, trend analysis)
• Summarize findings and present structured feedback to engineers
• Highlight potential corrective actions
• Document internal procedures and workflows
• Take meeting minutes and track action items
• Maintain structured documentation repository
• Ensure processes are consistently recorded and updated
• Handle internal administrative requests (e.g., spreadsheets, reporting inputs)
• Support onboarding of newcomers
• Coordinate visitor logistics (room bookings, paperwork, access coordination)
• Assist with operational organization tasks as required

Essential Skills, Experience and Certifications

• At least 3 years’ practical experience in an EDMS (Enterprise Document Management System);
• At least 3 years’ experience with SharePoint content management
• At least 3 years’ experience with standard desktop tool like Office and Adobe Acrobat. Emphasis on Outlook use, calendar management, shared calendars and Outlook tasks.
• At least 1 years’ experience with statistical analysis on Excel.
• Familiarity with NATO procedures and forms will be an asset.
• Familiarity with NATO structure will be an asset.
• Familiarity with cyber security concepts will be an asset.
• Familiarity with project management will be an asset.
• Development of technical requirements, system diagrams and other engineering products to aid Cybersecurity acquisition and procurement;
• Ability to apply architecture methodologies to express complex, systems of systems in architectural terms and models of varying detail.
• Strong organizational and follow-up skills
• Self-motivated and “can do” attitude.
• Flexibility, tactfulness and dependability.
• Attention to detail and documentation accuracy
• Ability to coordinate across technical and non-technical stakeholders
• Proactive communication and task tracking
• Very good communication and analytical skills.
• Relevant certifications in cyber security, such as Certified Information Security Manager (CISM), Certified Information Systems Security Professional (CISSP) or GIAC Security.
• Relevant certifications in architecture and service delivery such as The Open Group Architecture Framework (TOGAF), ArchiMate modelling language, and ITIL.

Desirable Skills, Experience and Certifications

• Experience in working for or supporting a military or governmental organization.

Education

• A minimum requirement of a Bachelor’s degree at a nationally recognised/certified University in a related discipline and 3 years post-related experience;
• Or exceptionally, the lack of a university degree may be compensated by the demonstration of a candidate’s particular abilities or experience that is/are of interest to NCIA, that is, at least 10 years extensive and progressive expertise in duties related to those in this Statement of Work.
• Language proficiency in English: meet or exceed the NATO STANAG 6001 Level 3 “Professional Proficiency”.

Working Policy

• The contractor may be permitted to perform work remotely, from a different NATO nation than the duty location, for up to a maximum of twenty percent (20%) of their total working time, subject to prior approval by their Resource Manager (to which they will be assigned upon contract start) and the section head.

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance