Project Administrator

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 – 2025-0202

Role Background

The NIMSC SATCOM Project management team at Braine l'Alleud, Belgium, faces operational challenges due to insufficient dedicated administrative and project support resources. Consequently, project teams are often required to spend valuable time managing administrative tasks such as meeting coordination and project documentation control.

Role Duties and Responsibilities

• Assist in the preparation of regularly scheduled reports
• Plan and assist in meetings, take notes, and draft the meeting minutes
• Assist in developing price proposals
• Assist in developing project briefings using MS PowerPoint
• Organize and schedule appointments
• Resolve administrative issues as they arise
• Liaise with senior administrative assistants to handle requests and queries from senior managers
• Establish a project documentation library ensuring strict version control
• Populate and manage a media library
• Submit and reconcile expense reports
• Extract Excel reports from EBA or from ServiceNow
• Load resources into ServiceNow based on received instructions
• Request pricing extracts from the BSM team and incorporate them into price proposals
• Run monthly checks in Work Package financials to ensure that planned and actual costs do not exceed budget
• Review all previous financial transactions and develop a comprehensive financial summary, including invoices and purchase orders
• Support the PM in IBAN / FIN requests
• Develop the project Stakeholder Management Plan and review/update as stakeholders change or new stakeholders are identified
• Track the status of Purchase Requests (PRs) and Purchase Orders (POs) in alignment with NCIA procurement procedures
• Ensure adherence to NATO policies

Essential Skills, Experience and Certifications

• University degree in Business Administration, Logistics, Finance, or related field
• Minimum of 3 years of experience in project, procurement, supplier management, logistics, or financial administration
• Familiarity with procurement processes, inventory control, and financial tracking systems
• Strong organizational and coordination abilities
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)

Desirable Skills, Experience and Certifications

• Experience working within NCIA or similar defence-related environments (Desired)
• Familiarity with ServiceNow and EBA (Desired)
• Understanding of NCIA Procurement and financial policies (Desired)

Education

• University degree in Business Administration, Logistics, Finance, or related field

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