Cyber Project Coordinator

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 – 2025-0357

Role Background

The NCI Agency has been established with a view to meeting the collective requirements of some or all NATO nations in the fields of capability delivery and service provision related to Consultation, Command & Control as well as Communications, Information and Cyber Defence functions, thereby also facilitating the integration of Intelligence, Surveillance, Reconnaissance, Target Acquisition functions and their associated information exchange.

Role Duties and Responsibilities

• Organise and track meetings (weekly, monthly, quarterly, ad hoc) as agreed at the begging of the sprint and requested by the PMs
• Create tasks, resource plans, and allocate resources in Service Now
• Develop and keep up to date the NATO Enterprise Tier 2/3 data sources points of contact list
• Develop and keep up to date the REACH/NR laptops Database provided to contractors
• Develop and keep up to date the Database tracking the accounts delivered to contractors (type, validity, etc.)
• Develop and keep up to date the Database with contractor documentation for the NATO sites access
• Develop and keep up to date the Access list to the project portal
• Develop and keep up to date the list of actions assigned to both the NCIA Project Management Team (PMT) as well as to the Contractor PMT members
• Provide logistical support for workshops and meetings
• Use project management software (ServiceNow) and Agency official tools
• Perform project-related transactions in systems like ServiceNow and EBA
• Support the work of the Project Managers in all administrative tasks.
• Coordinate international teams and meetings
• Organized digital filing system for all project documents
• Travel itineraries and expense reports for project team members
• Procurement logs for project-related supplies and services
• Coordinate and submit Purchase Requisitions
• Provide requested routine and planned documentation
• Provide ad-hoc project management documentation
• Maintain Service Line project-related portals such as work loading and work capacity metrics; reporting and planning; contact information; prioritization; project status.
• Weekly project status reports
• Custom reports generated from project management tools
• Regular stakeholder update reports
• Support the production and submission of exception reports
• Closely liaise with Cyber Service Line team and Admin Office to support preparation of defined reports
• Create and maintain all project related documentation (risk and issue management, dependencies, change management, scheduling, supplier management).
• Support with the budget tracking spreadsheets with variance analysis report
• Resource utilization reports
• Organized meeting agendas for various project-related meetings
• Detailed meeting minutes with action items clearly highlighted
• Follow-up reports on action items and decisions
• Compliance checklists ensuring adherence to cybersecurity standards and regulations
• Policy and procedure implementation packages
• Audit-ready documentation packages

Essential Skills, Experience and Certifications

• Relevant experience with Service Now, MS Office suite including MS Project
• Knowledge and experience with the practical support on implementation of ICT projects.
• Prior experience of working in an international environment comprising both military and civilian elements.
• Proactive attitude in seeking and maintaining trust from stakeholders and team.
• Proven ability to communicate effectively orally and in writing with good briefing skills.
• Analytical skills. Time management.
• Works productively in a pressurized environment.
• Focused on objectives and deliverable oriented
• Proven track on developing and maintaining strong and effective relationships with internal and external stakeholders
• Flexible and adaptable; able to work in ambiguous situations.
• Proven ability to communicate effectively orally and in writing with good briefing skills.
• Proactive attitude in seeking and maintaining trust from stakeholders and team.
• Analytical skills
• Time management
• Works productively in a pressurized environment
• Focused on objectives
• Deliverable oriented
• Ability to work autonomously
• Strong reporting skills

Education

• Vocational training at a higher administration level in a relevant discipline or 5 years equivalent combination of qualification and experience.
• Diploma of secondary education.

Working Location

• Braine L’Alleud, Belgium

Working Policy

• On-site. Flexibility such as home working is subject to prior approval from line manager

Travel

• Some travel to other NATO sites may be required

Security Clearance

Valid National or NATO Secret personal security clearance