Project Implementation Support Officer

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 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 – 2025-0191

Role Background

The ITM Recovery project is meant to replace the legacy Automated Information Systems (AIS) NS classification network with a modernized ITM Operational Network (ON) at NS across the NATO Command Structure (NCS). The project structure includes 14 Work Packages, organized in 4 pillar teams with about 30 people interacting daily with each other and externally too 

ITM Recovery Increment 1 Project is looking for a consultant to provide implementation support services in the planning, execution, monitoring and control activities. Duties will specifically focus on Stakeholder Management, Information and Knowledge Management (e.g. documentation management, SharePoint portals management) including tracking, monitoring and reporting on project progress; drafting official communications including letters, progress reports and briefs; performing documentation management and drafting project management documents and other documentation and coordinating and scheduling of project meetings.

Role Duties and Responsibilities

• Tracking, monitoring and reporting on project progress for various stakeholder reporting
• Organizing, preparing, coordinating and managing the project implementation meetings
• Documenting the action items in implementation meetings and follows-up with the relevant members of the project team
• Lead the administrative coordination of physical meetings with stakeholders, preparing agendas, documentation folder, and the overall organization including social events organization
• Providing support in the execution of activities for and in monitoring the execution of project work plans and ensures that project activities are properly and realistically scheduled, monitored and reported.
• Supporting process of documentation archiving, supporting the documentation custodian for the project; assists in writing reports, official letters and other project related documentation.
• Reporting to project management team in intervals as requested,
• Creates, maintains and improves the project SharePoint libraries, internal and external portals, and project wiki pages;
• Maintains the documentation configuration baselines and logs; and supports the change management process for the documentation;
• Performs other related duties as required.

Deliverables

• Support to ITM RC1 Work Package (WP) executions, as directed by the PIM
  • WP2 Cyber
  • WP3 IaaS, deployment of ITM RC1 DCs, Enhanced nodes
  • WP4 EUD (~4000 End User Devices deployment)
  • WP5 Campus LAN
  • WP7 System integration, WP11 SMC
  • 2 User migration (~15,000 users)
• Lead SCRUM meetings for the above tasks
  • Support execution and monitoring with JIRA
• Develop monthly Project Progress reports, providing an overall view of activities and progress achieved during the previous month;
• Administer everyday workflow of all implementation WPs processes and provide technical support as required maintaining the Implementation Activities log within JIRA project;
• Interact with internal and external stakeholders, including Contractors and NATO organization, and maintain the Implementation Communications log
  • Establishing and maintaining close contacts with the sponsors of the project(s) assigned to him/her and NATO Communications and Information Agency customers;
  • Coordination and cooperation with work in other Service Lines and Groups within in Agency
  • Establishing and maintaining internal and external contacts with other engineers and military staff concerned with related or similar efforts in Organizations such as Allied Command Operations (ACO), NATO, national Ministry of Defense (MOD), NATO Agencies, and private scientific or industrial organizations;
• Support PIM head with his role responsibilities, including Project Implementation Plan document (PIP) regular updates, Project Implementation Resource Plan;
• Other project support deliverables as requested by the project management team;
• Project SharePoint libraries internal and external implementation related portals, and project wiki pages;

Essential Skills, Experience and Certifications

• (Please provide recommendation letters, proof or examples of work done/experience)
• Proficiency and proven experience in managing Microsoft SharePoint portals; in particular building pages, adding web apps, linking lists to MS DB and Excel, etc.
• Proficiency and proven experience in using JIRA, Agile, Kanban
• Thorough knowledge of the English language, both written and spoken, is essential; with ability to write concise texts / instructions for different audiences; the consultant shall be fluent in English corresponding to standard 3333 (listening, speaking, reading and writing).
• Proficiency and experience in organizing meetings, taking minutes and draft comprehensive summaries.
• Good Knowledge and experience in project management software (eg Microsoft Project, Service NOW);
• Proficiency in the use of Microsoft Office Suite. During interviews, question will be asked on pivot tables, MS DB relational tables, MS word styles, etc.
• At least five (5) years' experience in project management support.
• Good Knowledge of project management principles, practices and procedures.
• A recognized Project Management certification, such as Prince2 or PMP.
• Good knowledge of configuration management principles and processes
• Ability to establish and maintain effective working relationships with stakeholders with positive attitude

Working Location

• Braine-l’Alleud, Belgium (1 day per week)
• Mons, Belgium (4 days per week)

Working Policy

• On-Site

Travel

• Occasionally travel to the other main NCI Agency locations (Mons (BEL), Brussels (BEL), and other sites within NATO for completing these tasks

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.