Project and Service Management Assistant

NCIM; Brussel Hoofdstad; On-site; EUR 40,000 - 56,000; Full time

Job summary

NCIM in Brussels is seeking a Project and Service Management Assistant to support project managers and service teams. This full-time, on-site position ensures projects stay on track, with accurate records and informed stakeholders.

You will coordinate meetings, maintain docs and archives, and track milestones, timelines and budgets. Strong English is required, and NATO clearance is preferred. Some travel to Mons/BLA or The Hague is expected.

Qualifications

• 3 years of progressively responsible project administrative support experience
• Experience with document management and analysis tools such as SharePoint and Excel, plus project management and/or ERP systems
• Experience using Business Intelligence tools for accounting, financial and time-accounting reports
• Knowledge of project budgeting, financial performance tracking and reporting
• Strong organization, prioritization, multitasking, analytical skills and attention to detail
• Effective stakeholder communication, teamwork and meeting/event coordination skills
• Strong spoken and written English; additional languages are an advantage
• Knowledge of NATO’s responsibilities and organization
• Valid NATO SECRET security clearance or higher

Responsibilities

• Coordinate project meetings, schedules and stakeholder communications; prepare minutes for project meetings and programme boards
• Maintain project documentation, presentations, version control and archives
• Track milestones, timelines, budgets and progress; prepare status reports and support risk assessments
• Maintain data quality in business management tools
• Support Purchase Requests, Purchase Orders and Operational Level Agreements, alongside invoice and financial reporting activities
• Handle routine service queries and minor issues, escalating complex matters
• Help team members use management tools and follow established processes

Skills

Project coordination

Documentation

Stakeholder communication

Multitasking

Teamwork

English

Tools

SharePoint

Excel

Business Intelligence tools

Job description

Project and Service Management Assistant — Request C005521

Provides day-to-day administrative, coordination and financial support to project managers and service teams, helping keep projects on schedule, records accurate and stakeholders informed.

Main duties

• Coordinate project meetings, schedules and stakeholder communications; prepare minutes for project meetings and programme boards.
• Maintain project documentation, presentations, version control and archives.
• Track milestones, timelines, budgets and progress; prepare status reports and support risk assessments.
• Maintain data quality in business management tools.
• Support Purchase Requests, Purchase Orders and Operational Level Agreements, alongside invoice and financial reporting activities.
• Handle routine service queries and minor issues, escalating complex matters.
• Help team members use management tools and follow established processes.

Experience and requirements

• At least 3 years of progressively responsible project administrative support experience.
• Experience with document management and analysis tools such as SharePoint and Excel, plus project management and/or ERP systems.
• Experience using Business Intelligence tools for accounting, financial and time-accounting reports.
• Knowledge of project budgeting, financial performance tracking and reporting.
• Strong organization, prioritization, multitasking, analytical skills and attention to detail.
• Effective stakeholder communication, teamwork and meeting/event coordination skills.
• Strong spoken and written English; additional languages are an advantage.
• Knowledge of NATO’s responsibilities and organization.
• Valid NATO SECRET security clearance or higher.

Assignment conditions

Location: Brussels, Belgium — full-time on-site

Travel: Expected once every two weeks to another NCIA office in Mons/BLA or The Hague