Portfolio Support Officer

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 – C004357

Role Duties and Responsibilities

• Provide direct first level support to NIMSC Managers (mainly PMs – Project Managers, SDMs – Service Delivery Managers and RMs – Resource Managers) in the use of project management methods, toolset, processes and procedures in accordance with NATO and Agency guidelines / directives;
• Provide Business Tools (e.g. ServiceNow, Business Intelligence, APRM – Agency Project and Resource Management, TAS – Time Account System) support to NIMSC Managers and assist with project/service/resource planning, resource allocation and project maintenance to ensure NIMSC Managers meet their commitments, stay within agreed tolerances and contribute to business goals;
• Provide guidance and mentoring to NIMSC Managers on project and resource management processes;
• Assist in continuously reviewing and improving NIMSC PMO related processes; assist in managing and provide monitoring, reporting and maintenance on agreed project/service/resource Key Performance Indicators (KPIs) and inform NIMSC Managers on any recognized anomalies and assist in taking corrective actions;
• Prepare, participate, carry out and record/document the NIMSC Project Board and other project management related activities;
• Assist in preparing and managing the NIMSC Business Execution and Change (BEC) Board and providing support in the process activities;
• Assist NIMSC Managers with project/service/resource reporting and documentation through quality review of Management Artefacts in the remit of PMO;
• Act as focal point for Business Tools issues, including the support in preparing, reviewing and validating relevant Business Tools reports for NIMSC Head PMO, NIMSC Head RPM and NIMSC Chief;
• Assist in timely completion of time booking within NIMSC; collate and analyse data; follow-up any recognized anomalies;
• Assist with project scoping, timelines and financial issues and queries;
• Assist in monitoring resource allocation to projects and services and support Resource Managers in resolving identified issues;
• Provide support in management and maintenance of NIMSC business portfolio;
• Prepare and collect all necessary information for the regular reporting to internal and external stakeholders;
• Assist the management and preparation of business planning, financial forecasting, risk/issue management and activities specific to project phases and/or NCI Agency planning and reporting cycle;
• Liaising with NIMSC Managers and other functional roles in the Agency to ensure correct execution of Agency's exception, closure and other project / service processes;
• Deputize for higher grades staff, if required;
• Performs other duties as may be required.

Essential Skills, Experience and Certifications

• Previous experience in project, portfolio and programme management (P3M) area;
• Expert knowledge in MS Excel incl. Pivot, connections to external data sources and Macros;
• Strong expertise in MS PowerPoint;
• Advanced knowledge of SharePoint;
• Sound knowledge and experience in the use of other Microsoft office products (e.g. Word, Access, OneNote, etc.);
• Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing;
• Experience in roles requiring ability to translate technical updates into storytelling fit for the PMO activities;

Desirable Skills, Experience and Certifications

• A recognised formal Project Management qualification, such as PRINCE2 or PMP and / or ITIL Intermediate Level Certification;
• A recognised SharePoint training;
• Prior experience of working in an international environment comprising both military and civilian elements;
• Knowledge of NATO responsibilities and organization, including ACO and ACT.

Education

• Higher vocational training in a relevant discipline with 3 years post-related experience, or a secondary educational qualification with 5 years post-related experience;

Working Location

• Braine l'Alleud, Belgium

Working Policy

• On-site

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance