Resource and Portfolio Management Assistant

Spektrum; Den Haag; On-site; EUR 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a Resource and Portfolio Management Assistant to support critical NATO projects. This role involves providing administrative services, tracking project health, and assisting in recruitment activities. Ideal candidates will have strong MS Office skills, particularly in SharePoint and Excel, and a solid understanding of project management methodologies. Join a dynamic team dedicated to ensuring effective communication and information technology services for NATO's member countries. If you are passionate about making an impact in a collaborative environment, this opportunity is perfect for you.

Qualifications

• Minimum 3 years of post-related experience in a relevant discipline.
• Familiarity with project management methodology and accounting principles.

Responsibilities

• Provides administrative support for project boards and assurance teams.
• Assists in tracking project health and status reporting.
• Supports recruitment activities and resource management.

Skills

MS Office proficiency

SharePoint

MS Excel

MS Project

Portfolio management

Resource management

Accounting principles

Project management methodology

Education

Higher vocational training / higher education

Tools

ServiceNow

EBA or similar

Job description

Resource and Portfolio Management Assistant

Spektrum The Hague, South Holland, Netherlands

1 month ago Be among the first 25 applicants

Spektrum have a wide range of exciting opportunities in several global locations.

We are always looking to add great new talent to our team and look forward to hearing from you.

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 categories: NATO International Civilians (NIC), Military (Mil), and Interim Workforce Consultants (IWC). The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

Role Duties And Responsibilities

Portfolio, programme and project support:

• Provides administrative services to project boards, project assurance teams and quality review meetings;
• Assists in tracking and reporting the health and status of services, projects, portfolios and programmes including collecting relevant information;
• Sets up project files, compiles and distributes reports;
• Provides guidance on project management software, procedures, processes, tools and techniques;
• Assists project managers in the creation of price proposals and project management plans;
• Assists project managers in the project closure and archiving process.

Resourcing:

• Supports managers and teams in resourcing and recruitment activities;
• Uses recommended tools for planning, scheduling and tracking resourcing activity;
• Supports resource management and recruitment software, procedures, processes, tools and techniques;
• Coordinates JISR training requests with NCIA Academy;
• Monitors resource usage, time accounting, in the JISR Centre portfolio, collects statistics and reports to JISR Centre Management;
• Assists in hiring process for contractors.

Business administration:

• Provides administrative support function to teams and meetings;
• Sets up files, software systems, onboarding new starters, compiles and distributes reports;
• Provides guidance on administration software, procedures, processes, tools and techniques;
• Perform IKM (Information Knowledge Management) duties such as creation and maintenance of the JISR Centre communications plan, communication platforms and relevant content.

Budget Management:

• Supports the development and the monitoring of a budget for a specific work group or department;
• Assists in the collection and preparation of required budget information.

Internal Controls:

• Participates in the testing, review and analysis of existing internal controls;
• Completes, files and maintains forms used for internal control documentation;
• Makes recommendations for the enhancement of certain internal controls;
• Deputizes for other assistants, if required;
• Performs other duties as may be required.

Essential Skills And Experience

• MS office proficiency with demonstrated experience of utilizing SharePoint, MS Excel and MS Project;
• Experience with portfolio management and resource management.
• Understanding of principles of accounting and finance;
• Familiarity with project management methodology;
• Experience in maintaining SharePoint workspace and portals.

Education

• Higher vocational training / higher education in a relevant discipline with minimum 3 years post-related experience.

Desirable Experience And Education

• Experience in ServiceNow and EBA or similar;
• Prior experience of working in an international environment comprising both military and civilian elements.

Working Location

• The Hague, Netherlands.

Working Policy

• On-Site.

Travel

• Some travel to other NATO sites may be required.

Security Clearance

• Valid National or NATO Secret personal security clearance.

We never know what new opportunities might be just over the horizon. If this opportunity isn't for you please feel free to send us your resume anyway and be the first to know if something suitable for your skills and experience comes up.