Deadline Date: Friday 4 October 2024
Requirement: Project Assistant
Location: Brussels, BE
Full Time On-Site: No
Time On-Site: 50%
Total Scope of the request (hours): 300
Required Start Date: 18 November 2024
End Contract Date: 31 December 2024
Required Security Clearance: NATO SECRET
Duties and Role:
Provide comprehensive administrative and project support to the CIO and the Internal IT Team, specifically support to staff in the use of the project management toolset:
- ServiceNow project management tools
- Reporting using the Agency Business Intelligence Tools
- Entrerprise Resource Management Tools (Oracle-based financial systems)
This will include, but not limited to, the following duties:
- Support the day-to-day operation of the Internal IT team
- Process electronic purchase requests into financial control systems as required;
- Drafts and consolidates documentation for Project Boards, Service Life-Cycle Management Board and other P3M-related meetings;
- For internal-facing projects, provides support to Project Managers (PMs) and to the Management teams of Organisational Elements as required, in the following tasks:
- Assist with new projects' initiation, planning, resourcing and cost estimation;
- Assist with project-related data entries, data quality assurance and report generation;
- Assist with cross-project coordination;
- Support to development of new P3M processes / tools or tool-related procedures;
- Act as point of contact and deal diplomatically on a variety of issues in relation to P3M tools and processes;
- Follows the quality reviews occurring on schedule and according to procedure;
- Monitors progress against agreed quality and performance criteria;
- Collaborates with, and facilitates stakeholder groups, as part of formal or informal consultancy agreements;
- Team Support: Supports the Internal IT team and coordinates the projects with internal stakeholders; Acts to facilitate effective working relationships between team members; Contributes to establishing project quality and performance criteria; Ensures information is shared constantly and effectively as this is critical for the success of the project.
- Act as a CIS POC for CIO staff requests related to equipment.
- Maintaining and tracking stock for IIT equipment and related assets.
- Performs other administrative duties that may be required within the CIO office.
Requirements
Skill, Knowledge & Experience:
- The candidate must have a currently active NATO SECRET security clearance
- At least 4 years of recent experience in administrative work, to include project support;
- Experience in the use of Project Management, and Resource Management tools (Service Now and Oracle ERP);
- Excellent knowledge and experience in the use of Microsoft Office packages (SharePoint, Word, Excel, PowerPoint and Access or other database applications);
- Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing;
- Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment;
- Excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff.
Desirable Experience and Education
- Prior experience of working in an international environment comprising both military and civilian elements;
- Knowledge of NATO responsibilities and organization, including NATO HQ, ACO and ACT.
