Implementation Support Administrator

Spektrum; Den Haag; Hybrid; EUR 50,000 - 65,000; Full time

Job summary

Spektrum seeks an Implementation Support Administrator to provide day-to-day administrative support for a team of Technical Integration Managers. You will handle scheduling, travel requests, site access, and meeting logistics while maintaining trackers and documentation.

The role requires strong organizational skills, experience in large IT deployments, and excellent English communication in a multinational setting. Hybrid working arrangements are expected to support global deployments.

Qualifications

• Proven experience in project support within large IT/infrastructure deployments.
• Excellent organizational skills and ability to manage multiple workstreams under tight deadlines.
• Strong written and verbal English for international stakeholders.
• Experience with project documentation, trackers, risk/action registers.
• Experience in defence/government or multinational organisations.

Responsibilities

• Provide administrative support to TIMs including scheduling and travel requests.
• Maintain project trackers, risk registers, and status dashboards.
• Coordinate readiness assessments and pre-deployment checklists.
• Liaise with supplier's project team to track shipments and site readiness.
• Attend and minute project meetings and support documentation preparation.

Skills

Project coordination

Stakeholder liaison

English communication

Multinational environment

Time management

Tools

Microsoft Office 365

SharePoint

Power BI

Project tracking 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 – 2026-0058

Role Background

The Implementation Support Administrator will provide day-to-day administrative, logistical, and coordination support to a team of ten Technical Integration Managers (TIMs) embedded within the NATO NCIA device deployment Project. The postholder will act as a critical interface between the primary supplier and NCIA Project stakeholders, supporting the structured rollout of 50,000 end-user devices across 70 NATO locations globally. Coordinating the activities required to ensure a successful engagement with sites, security, administration, reporting and primary supplier.

This role requires a proactive individual capable of operating in a complex, multinational, security-conscious environment with strong attention to detail, excellent organisational skills, and the ability to manage competing priorities across concurrent workstreams.

Role Duties and Responsibilities

Project and TIM Support

• Provide direct administrative support to the Technical Integration Managers (TIMs), coordinating diaries, travel requests, site access, and meeting logistics.
• Maintain and update Project trackers, action logs, risk registers, and status dashboards on behalf of the TIM team.
• Coordinate readiness assessments and pre-deployment checklists in advance of each site audit and rollout.
• Liaise with the primary supplier's project team to track device shipment schedules, delivery confirmations, site readiness status and deployments.

Deployment Coordination

• Support the scheduling and sequencing of device deployments across 70 NATO sites, working within the Project's phased delivery plan.
• Coordinate logistics between the primary supplier, TIMs, and site representatives to ensure timely and compliant deployments.
• Flag and escape any delivery, access, or resource issues that could impact Project milestones.
• Support the tracking of acceptance testing outcomes and site sign-off documentation.

Stakeholder and Supplier Liaison

• Serve as a first point of contact for administrative queries from site coordinators, supplier teams, and NCIA Project staff.
• Manage correspondence and documentation flow between TIMs, the primary supplier, and NCIA counterparts.
• Support the preparation and review of contractual deliverable documentation.
• Attend and minute Project working groups, integration meetings, and supplier review sessions.

Documentation and Compliance

• Ensure all Project documentation is maintained in accordance with NCIA document management standards (IKM) and NATO security protocols.
• Manage the Project's SharePoint/document repository, ensuring version control and appropriate access permissions.
• Support compliance checks and audit-readiness across deployment records and supplier submissions.
• Assist with the preparation of lessons-learned reports and post-deployment reviews.

Project Context

The Managed Devices Service project is a large-scale enterprise IT modernisation initiative, contracted through a primary supplier to deliver and configure 70,000 devices across 70 NATO sites. The project involves multiple national delegations, site representatives, and specialist subcontractors operating under NATO security and interoperability requirements. The ten Technical Integration Managers (TIMs) provide technical oversight and quality assurance at regional or functional levels throughout the deployment lifecycle. The Implementation Support Administrator underpins the effective operation of the TIM team, ensuring that Project information flows accurately and that administrative and logistical activities are executed without delay.

Essential Skills, Experience and Certifications

• Proven experience in a project support, Project administrator, or implementation coordinator role within a large-scale IT or infrastructure deployment Project.
• Strong organisational skills with the ability to manage multiple workstreams simultaneously and work to tight deadlines.
• Excellent written and verbal communication skills in English; able to communicate clearly with technical, managerial, and international stakeholders.
• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams, SharePoint).
• Experience with reporting tools and data analytics such as Power Bi.
• Experience maintaining Project documentation, trackers, and registers (risk, action, issue, decision).
• Experience working in or with a defence, government, or multinational organisation.

Desirable Skills, Experience and Certifications

• Familiarity with NATO organisational structures, NCIA, or Allied Command Operations (ACO)environments.
• Experience supporting device deployment, IT hardware rollouts, or end-user computing (EUC) Projects.
• Knowledge of ITIL, PRINCE2, or equivalent project management frameworks.
• Experience working with or alongside a prime contractor / systems integrator delivery model.
• Exposure to enterprise logistics platforms, asset management systems, or ITSM tools (e.g. ServiceNow,).
• Additional NATO language skills (French desirable).

Working Location

• The Hague, Netherlands

Working Policy

• Hybrid

Travel

• Periodic travel to NATO sites across Europe and North America may be required in support of deployment activities.

Security Clearance

• Valid National or NATO Secret personal security clearance