Project and Service Management Assistant

Spektrum; Brussel Hoofdstad; On-site; EUR 42,000 - 65,000; Full time

Job summary

Spektrum supports apex purchasers (NATO, UN, EU, and national government and defence) and their Tier 1 supplier ecosystem with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise.

The NATO NCIA program requires a Project and Service Assistant to aid project managers, coordinate meetings, maintain data quality in business tools, and assist with financial documentation and reporting.

Qualifications

• 3+ years in a progressively responsible project administrative support role.
• Experience organizing and maintaining project documentation with version control and archiving.
• Experience with documentation management systems and data analysis tools (Excel, SharePoint).
• Experience with Project management and/or ERP tools.
• Experience using Business Information tools to generate accounting/finance reports (time accounting).
• Proven ability to prepare status reports and provide risk assessments.
• Experience tracking milestones, timelines, budgets, and progress reporting.
• Experience liaising between stakeholders and distributing updates.
• Knowledge of NATO responsibilities and organization.
• Valid NATO SECRET level security clearance.

Responsibilities

• Assist project managers and service teams with day-to-day operations to ensure on-time, in-scope delivery.
• Coordinate schedules, organize meetings, prepare documentation, and track project progress.
• Maintain accurate records and manage invoices or purchase orders; support reporting activities.
• Escalate complex issues to senior staff and maintain quality standards.
• Produce meeting minutes and notes for project meetings and boards.
• Provide support for issuing Purchase Requests/Orders and Operational Level Agreements.

Skills

Project administration

Documentation liaison

Meeting coordination

Reporting

English communication

Stakeholder interaction

Data analysis basics

Tools

Excel

SharePoint

Project management tools

ERP tools

BI tools

Job description

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.

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.

Role ID – C005521

Role Duties and Responsibilities

A Project and Service Assistant is responsible for assisting project managers and service teams with day-to-day operations, ensuring tasks are completed on time and within scope. They coordinate schedules, organize meetings, prepare documentation, track project progress and maintain accurate records. The role may also handle service requests, monitor deadlines, manage invoices or purchase orders and support reporting activities. Maintaining quality standards, resolving minor issues, and escalating more complex matters to senior staff are also key responsibilities.

Overall, the position ensures efficient project execution and high-quality service support while keeping communication clear and processes organized.

The contractor will provide support services and deliverables as follows:

• Project management support
• Support project‑related presentations and documentation
• Oversee and maintain data quality in Business Management Tools
• Support issuance of Purchase Requests, Purchase Orders and Operational Level Agreement
• Produce Meeting minutes and note taking for project meetings and Project/Programme board
• Manage and coordinate project‑related meetings

Essential Skills, Experience and Certifications

At least 3 years' experience in a progressively responsible project administrative support role involving:

• Experience in organizing and maintaining project documentation, ensuring version control, and archiving.
• Experience of documentation management systems and data analysis tools (e.g., Excel, SharePoint).
• Experience with Project management and/or Enterprise Resource Planning tools.
• Experience in the use of Business Information (BI) Tools to generate accounting and finance reports (including time accounting).
• Proven experience in preparing status reports, and providing risk assessments.
• Proficiency in tracking project milestones, timelines, budgets, and progress reporting.
• Experience serving as a liaison between stakeholders, responding to queries, and distributing updates.
• Knowledge of project budgeting and experience in tracking and reporting on financial performance.
• Strong organizational and multitasking abilities.
• High attention to detail and accuracy.
• Strong organizational skills with the ability to prioritize tasks effectively.
• Excellent interpersonal skills, enabling effective communication with stakeholders at all levels.
• Ability to train and support team members on management tools.
• Knowledge of NATO responsibilities and organization.
• Valid security clearance at minimum NATO SECRET level.
• Highly motivated, team player, able to work collaboratively within cross‑functional teams.
• Strong listening, writing and communication skills in English (additional languages is considered a plus).
• Advanced analytical skills.
• Experience in organizing meetings, conferences and events, coordinating with various stakeholders.

Working Location

Working Policy

• Full time on-site

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance