Governance & Management Secretariat Support

Spektrum; Brussel; Sur place; EUR 55 000 - 90 000; Plein temps

Résumé du poste

Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their supplier ecosystem with professional services and IT/administrative support. The NATO Communications and Information Agency engagement requires handling information portals, governance, and logistics for meetings and external events.

The role encompasses document management, recording meeting minutes, and end-to-end Secretariat support across multinational settings.

Qualifications

• Higher vocational training in a relevant discipline with 4 years post-related experience; or secondary educational qualification with 6 years post-related experience.
• Strong verbal and written communication for interacting with clients, staff, and management.
• Meticulousness in checking documents for errors and ensuring accuracy.
• Prior experience of working in an international environment comprising both military and civilian elements.
• Ability to handle unexpected issues, challenges, and shifting priorities.
• Ability to manage multiple tasks, prioritize, and meet deadlines.
• Ability to work independently or as part of a team.
• Expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint);
• Awareness/Knowledge of ITIL Foundation
• At least 3-year experience in NATO or multinational environments is strongly desirable.

Responsabilités

• Manage & maintain AFS information Knowledge Portals on low and high side.
• Governance of portal taxonomy, metadata standards, and lifecycle of articles, FAQs, and multimedia assets.
• Regular status meetings, KPI tracking, and executive summaries.
• Document Preparation: Gather, format, and organize all required files, documents and supporting materials so they meet formal standards.
• Coordination: Act as the central point of contact among authors, reviewers, legal/compliance teams, and external partners.
• Workflow Management: Design, implement, and monitor a clear process using DMS tools with deadlines and reminders.
• Quality Assurance: Verify documentation complies with naming conventions, version-control policies, and regulatory requirements.
• Reporting & Continuous Improvement: Generate status dashboards and propose refinements to streamline processes.
• Recording Meeting Minutes: Provide end-to-end support for recording discussions and delivering draft minutes for chairs.
• Logistical and Communications support for external attendees and events.
• Pre-event Registration; Verify identity; Welcome desk; Escort to sessions.
• Real-time issue resolution; Distribute agendas; Collect feedback surveys.
• General Administration Support to Secretariat: Schedule meetings, prepare invites, gather topics, attach documents, capture decisions.
• Maintain an action-item register, assign owners, and track due dates.
• Draft and circulate meeting minutes and status updates.

Connaissances

Strong communication

Attention to detail

Multinational environment experience

Time management

Independent / team work

Problem solving

Formation

Higher vocational training in a relevant discipline

Secondary education with 6+ years of experience

Outils

Microsoft Office Suite

SharePoint

Outlook

Description du poste

Who we are supporting

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.

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.

Rol e ID - 2026-0132

Role Duties and Responsibilities

Manage & maintain AFS information Knowledge Portals on low and high side:

• Administer and Update Information Portals to ensure content currency and accuracy
• Governance of portal taxonomy, metadata standards, and lifecycle of articles, FAQs, and multimedia assets
• Regular status meetings, KPI tracking, and executive summaries.

Document Management:

• Document Preparation: Gather, format, and organize all required files, documents and supporting materials so they meet formal standards and are ready for review or distribution.
• Coordination: Act as the central point of contact among authors, reviewers, legal/compliance teams, and external partners, ensuring everyone receives the right versions at the right time.
• Workflow Management: Design, implement, and monitor a clear, step-by-step process (draft -review - approval - archiving) using the chosen DMS tools, setting deadlines, sending reminders, and tracking progress in real time.
• Quality Assurance: Verify that each document complies with naming conventions, version-control
• policies, and regulatory requirements before it moves to the next stage.
• Reporting & Continuous Improvement: Generate status dashboards, capture bottlenecks, and propose refinements to streamline future document-handling cycles.

Recording Meeting Minutes

• Provide professional, end-to-end support for recording meeting discussions, organizing the captured content, and delivering polished draft minutes for review by chairs and supporting staff. The service includes clearly defined acceptance criteria and a concrete deliverable schedule
• Provide end-to-end logistical and Communications support for external attendees (partners, clients, speakers, media, regulators, etc.) so that they can participate in corporate meetings, conferences, and related events smoothly, securely, and in compliance with the client's policies.
• Pre-event Registration
• Verify identity and complete any required background or compliance checks.
• Welcome desk assistance, pick-up, and orientation briefings.
• Escort to session rooms, exhibition halls, or networking areas as needed.
• Real-time issue resolution (lost badge, dietary needs, accessibility).
• Distribute session agendas, speaker bios, and supplemental materials.
• Collect feedback surveys, distribute presentation decks, and provide certificates of attendance.

General Administration Support to Secretariat

• Deliver end-to-end administrative support that streamlines meeting logistics, builds clear agendas, tracks action items, and maintains consistent stakeholder communication. The service is designed to keep teams aligned, improve efficiency, and drive measurable progress toward the client’s strategic goals.
• Schedule recurring and ad-hoc meetings (room booking, virtual links, equipment setup).
• Prepare and distribute meeting invitations with dial-in details.
• Gather topics from sponsors, prioritize, and format agendas.
• Attach supporting documents and pre-reads.
• Capture decisions and assignments during meetings.
• Maintain a centralized action-item register, assign owners, set due dates, and send reminders.
• Draft and circulate meeting minutes, status updates, and follow-up notices.
• Manage distribution lists and ensure receipt acknowledgment.
• Compile KPI snapshots (meeting attendance, action-item completion rate, overdue items).
• Present a concise progress report to senior leadership.
• Capture feedback on meeting effectiveness.
• Propose process tweaks and best-practice updates

Essential Skills, Experience and Certifications

• Higher vocational training in a relevant discipline with 4 years post-related experience. Or a secondary educational qualification with 6 years post-related experience.;
• Strong verbal and written communication for interacting with clients, staff, and management;
• Meticulousness in checking documents for errors and ensuring accuracy;
• Prior experience of working in an international environment comprising both military and civilian elements;
• Ability to handle unexpected issues, challenges, and shifting priorities
• Ability to manage multiple tasks, prioritize, and meet deadlines;
• Ability to work independently or as part of a team
• Expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint);
• Awareness/Knowledge of ITIL Foundation
• At least 3-year experience in NATO or multinational environments is strongly desirable.

Working Location

• NATO Headquarters Brussels, 1 week each month over the period of the contract
• NCIA The Hague. 1 week each quarter over the period of the contract
• NATO HQ BLA: First two weeks of contract onboarding on site

Working Policy

• Remote

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance