Project Assistant (Version Control)

NATO - Supreme Headquarters Allied Powers Europe (SHAPE); Henegouwen; Sur place; EUR 45 000 - 61 000; Plein temps

Résumé du poste

SHAPE, NATO’s strategic headquarters near Mons, Belgium, seeks a Project Assistant (Version Control) to maintain accurate version control of project deliverables and ensure traceability across host nation activities. The role provides structured administrative support within the POSH programme and coordinates with CIS/ICT and infrastructure teams.

English/French language requirements apply; professional experience with document control, project support methods (PRINCE2 or equivalent) and office

Qualifications

• Experience with the creation and documentation of version control.
• Proficient with office processing tools (MS Office).
• Experience in PRINCE2 (or other project management methodologies) in a project support role.
• Knowledge of Archibus, Planon, Autodesk Construction Cloud.

Responsabilités

• Assist in implementing procedures related to version control to ensure consistency and traceability of deliverables.
• Monitor modifications and variations across disciplines in coordination with site coordinators.
• Create and maintain version control logs and ensure clear deliverables are included in handover documentation.
• Collect data to measure impact of modifications and suggest process improvements.
• Coordinate meetings, prepare agendas, take minutes and maintain documentation for version control discussions.
• Generate reports and metrics on project performance and compliance with the project scope.

Connaissances

Version control

MS Office

Project coordination

Formation

Higher Secondary education + vocational training

Outils

Archibus

Planon

Autodesk Construction Cloud

Description du poste

Primary Location

Belgium-Mons

NATO Body

Supreme Headquarters Allied Powers Europe (SHAPE)

Schedule

Full-time

Application Deadline

25-Sep-2026, 11:59:00 PM

Salary (Pay Basis)

4,738.84

Grade

NATO Grade G10

Post Context/Post Summary

SHAPE is NATO’s strategic headquarters supporting the Supreme Allied Commander Europe (SACEUR). This position supports a programme delivering new headquarters facilities.

The Project Assistant (Version Control) supports the Programme Office for the new Supreme Headquarters (POSH) by maintaining accurate version control of project deliverables and ensuring traceability across Host Nation activities. Working within the Command Group, the role provides structured administrative and coordination support, monitors modifications across Infrastructure, Security and CIS domains, and safeguards the consistency of documentation throughout the transition to the future SHAPE headquarters.

Principal Duties

The incumbent's duties are:

• Assists the Project Manager (Version Control) in implementing procedures related to version control, in order to ensure the consistency and traceability of various deliverables received or produced by POSH. These include project documentation, deliverables across the various phases of the delivery of the new SCF (HN(BEL)), deliverables related to CIS/ICT projects (HN(NCIA)), and deliverables related to Transition Activities (HN(SHAPE)).
• Assists the Project Manager (Version Control), as well as the entire POSH team, in monitoring modifications, alterations, and variations implemented on the construction site throughout the Transformation Programme in disciplines such as Infrastructure, Security, and CIS, by ensuring close coordination with the relevant Site Coordinators for each discipline.
• Creates and maintains version control logs to manage modifications efficiently and effectively, reducing disruptions to project timelines and budgets and ensuring clear deliverables are included in the final handover documentation, alongside the as-built documentation. Close coordination with the Principal Assistant (Information Knowledge Management) is required to maintain a comprehensive and accessible overview.
• Collects data to measure the impact of modifications, advises on the use of project management tools, identifies areas for improvement, and suggests enhancements to the version control process.
• Supports the Project Manager (Version Control) in monitoring the progress of modifications to ensure timelines and deliverables are met, and maintains accurate and up-to-date records.
• Coordinates with POSH Project Managers to ensure modification activities are integrated into project plans.
• Identifies and maintains contact lists of stakeholders affected by adaptations and modifications, schedules and facilitates stakeholder meetings, and ensures their needs and concerns are addressed. Promotes collaboration and transparency.
• Coordinates meetings, prepares agendas, takes minutes for version control-related discussions, and maintains organized documentation of all adaptation, modification, variation, and amendment plans, strategies, and reports.
• Assists in handling administrative tasks related to the version control process and reports any modifications to the version control of documents to the Project Manager (Version Control).
• Generates reports and metrics on project performance and compliance with the approved project scope for the Project Manager (Version Control) and relevant POSH stakeholders, in order to support informed decision-making.

Special Requirements And Additional Duties

The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract.

Undertakes all additional duties as directed by Director POSH.

Although the work is mainly performed in a Normal NATO office working environment, it will be required to regularly access the Construction site to inspect, monitor and report activities, support visits and attend meetings. The work is occasionally performed in a Construction Site including access to hard-hat areas. Slightly Undesirable Conditions apply. The risk of injury is categorised as Light Risk of Injury.

Professional/Experience

ESSENTIAL QUALIFICATIONS

• Experience with the creation and documentation of version control.
• Proficient with office processing tools (e.g. MS Office tools)
• Experience in PRINCE 2 (or other project management methodologies) at least in a project support role.
• Knowledge of one or more of the following software and systems: Archibus, Planon, Autodesk Construction Cloud;

Education/Training

Higher Secondary education and intermediate vocational training which might lead to a formal qualification with 2 years experience, or Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 4 years post related experience.

The additional job specific qualifications and experience is described under Professional/Experience paragraph. In case of ambiguity the required job specific experience has priority over the standard education and training levels and experience described here.

Language

English - SLP 3333 - (Listening, Speaking, Reading and Writing)

French – SLP 2222 - (Listening, Speaking, Reading and Writing)

NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English.

Desirable Qualifications

Professional Experience

• Experience in creation of visual communication materials.
• Knowledge in architecture and graphic design software such as: Revit BIM 360, Photoshop, lllustrator, lnDesign.

Education/Training

• Change management certification.
• Certifications such as PMP (Project Management Professional), PRINCE2 or any other related project management certificate.
• lTlL Foundation.

Attributes/Competencies

• Personal Attributes: The incumbent will need to display the following attributes:
• Detail-Oriented: Ensures consistency and traceability of project documentation, logs, and records.
• Organized: Manages multiple tasks, maintains accurate documentation, and tracks deadlines effectively.
• Analytical: Monitors project modifications, identifies risks, and suggests improvements to the version control process-
• Proactive: Anticipates challenges, escalates issues, and contributes to process enhancements.
• Adaptable: Works across multiple projects and stakeholders, adjusting to shifting priorities and requirements.
• Team Player: Works collaboratively with various teams and stakeholders to ensure project success.
• Resilient Handles administrative and version control-related tasks efficiently in a complex environment.
• Professional Contacts: Regular contact on working level with SHAPE HQ Users, HN(BEL), HN(NCIA) and USEUCOM to provide updates, collect feedback and modification requests, ensure informed decision making and alignment of SCF projects with the overall programme delivery. Continuous support to the Transition Working Group.
• Contribution To Objectives: The role will directly contribute to Version Control Support; ensuring the successful implementation of Version Control and tracking project documentation. Stakeholder Communication: Facilitates transparency and collaboration by preparing communication materials and organizing stakeholder meetings. Project Efficiency: reduces disruptions by efficiently managing modification and adaptation activities and ensuring proper documentation for handover. Risk Management: identifies risks, tracks mitigation efforts, and ensures timely resolution of issues. Process Improvement: collects data, measures the impact of modifications and provides recommendations.

REMARKS

Duration of contract: This post has been identified as being required for a limited period and is strictly linked to the lifespan of the New SHAPE Headquarters project. The post will be suppressed upon the closure of the project. Newly recruited staff will be offered a definite duration contract of 3 years, which could be renewed depending on the envisioned project timeline. Please be aware that because this post is project-dependent, there is no expectation of contract renewal or conversion to an indefinite duration contract upon the project's completion. Serving NATO staff members will be offered a contract in accordance with the NATO Civilian Personnel Regulations (NCPR).

The salary will be the basic entry-level monthly salary defined by the NATO Grade of the post, which may be augmented by allowances based on the selected staff member’s eligibility, and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.

NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement, and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. NATO welcomes applications of nationals from all member Nations.

Building integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency, and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work.

We believe that all people are capable of great things. Because of this, we encourage you to apply even if you do not meet all of the criteria listed within this job description.

Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another post of a similar nature, which might become vacant in the near future, albeit at the same or lower grade, provided they meet the necessary requirements.