Project and Service Management Assistant

Brevco Services; Brussel Hoofdstad; Hybrid; EUR 50,000 - 73,000; Full time

Job summary

NCIA in Brussels, Belgium is seeking a Project and Service Management Assistant on a contract basis. The role focuses on supporting project managers and service teams with day-to-day operations, scheduling, documentation, and reporting to ensure timely delivery and quality service.

The ideal candidate has 3+ years of related experience, strong organization and BI/reporting skills, and the ability to liaise with stakeholders at all levels. NATO knowledge and multilingual communication are a plus.

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 (e.g., Excel, SharePoint)
• Experience with Project management and/or ERP tools
• Experience using BI tools to generate accounting and finance reports (time accounting)
• Proven experience preparing status reports and performing risk assessments
• Proficiency in tracking project milestones, timelines, budgets, and progress reporting
• Experience liaising between stakeholders and distributing updates
• Knowledge of project budgeting and reporting on financial performance
• Strong organizational and multitasking abilities
• Attention to detail and accuracy
• Ability to prioritize tasks effectively
• Excellent interpersonal communication with stakeholders at all levels
• Ability to train and support team members on management tools; NATO knowledge
• Motivated team player capable of cross-functional collaboration
• Strong listening, writing and English communication skills (additional languages a plus)
• Advanced analytical skills
• Experience organizing meetings, conferences and events

Responsibilities

• Assist project managers and service teams with day-to-day operations to ensure tasks stay within scope and on time
• Coordinate schedules, organize meetings, and prepare documentation; maintain records
• Monitor deadlines, manage invoices or purchase orders, and support reporting activities
• Escalate complex issues to senior staff and help ensure quality standards across projects

Skills

Project administration

Documentation management

Data analysis tools

Project management/ERP tools

BI reporting

Risk assessment

Milestone/budget tracking

Stakeholder liaison

Team training and support

English communication

Meeting coordination

Cross-functional collaboration

Attention to detail

Tools

Excel

SharePoint

Project management tools

ERP tools

Job description

Project and Service Management Assistant

IT Services

Type: Contract

Country: Belgium

City: Brussels

Security: Needed

Company: NCIA

Essential Qualifications/Experience:

• 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


• 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

DUTIES/ROLE:

• 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:


• 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

Job requirements

All the mandatory requirements have to be met in order to apply.

• 3+ years experience in a progressively responsible project administrative support role involving (Mandatory)


• Experience in organizing and maintaining project documentation, ensuring version control, and archiving (Mandatory)


• Experience of documentation management systems and data analysis tools (e.g., Excel, SharePoint) (Mandatory)


• Experience with Project management and/or Enterprise Resource Planning tools (Mandatory)


• Experience in the use of Business Information (BI) Tools to generate accounting and finance reports (including time accounting) (Mandatory)


• Proven experience in preparing status reports, and providing risk assessments (Mandatory)


• Proficiency in tracking project milestones, timelines, budgets, and progress reporting (Mandatory)


• Experience serving as a liaison between stakeholders, responding to queries, and distributing updates (Mandatory)


• Knowledge of project budgeting and experience in tracking and reporting on financial performance (Mandatory)


• Strong organizational and multitasking abilities (Mandatory)


• High attention to detail and accuracy (Mandatory)


• Strong organizational skills with the ability to prioritize tasks effectively (Mandatory)


• Excellent interpersonal skills, enabling effective communication with stakeholders at all levels (Mandatory)


• Ability to train and support team members on management tools (Mandatory)


• Knowledge of NATO responsibilities and organization (Mandatory)


• Highly motivated, team player, able to work collaboratively within cross-functional teams (Mandatory)


• Strong listening, writing and communication skills in English (additional languages is considered a plus) (Mandatory)


• Advanced analytical skills (Mandatory)


• Experience in organizing meetings, conferences and events, coordinating with various stakeholders (Mandatory)