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:
1. ServiceNow project management tools
2. Reporting using the Agency Business Intelligence Tools
3. Entrerprise Resource Management Tools (Oracle-based financial systems)
This will include, but not limited to, the following duties:
4. Support the day-to-day operation of the Internal IT team
5. Process electronic purchase requests into financial control systems as required;
6. Drafts and consolidates documentation for Project Boards, Service Life-Cycle Management Board and other P3M-related meetings;
7. For internal-facing projects, provides support to Project Managers (PMs) and to the Management teams of Organisational Elements as required, in the following tasks:
8. Assist with new projects' initiation, planning, resourcing and cost estimation;
9. Assist with project-related data entries, data quality assurance and report generation;
10. Assist with cross-project coordination;
11. Support to development of new P3M processes / tools or tool-related procedures;
12. Act as point of contact and deal diplomatically on a variety of issues in relation to P3M tools and processes;
13. Follows the quality reviews occurring on schedule and according to procedure;
14. Monitors progress against agreed quality and performance criteria;
15. Collaborates with, and facilitates stakeholder groups, as part of formal or informal consultancy agreements;
16. 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.
17. Act as a CIS POC for CIO staff requests related to equipment.
18. Maintaining and tracking stock for IIT equipment and related assets.
19. Performs other administrative duties that may be required within the CIO office.
Requirements
Skill, Knowledge & Experience:
20. The candidate must have a currently active NATO SECRET security clearance
21. At least 4 years of recent experience in administrative work, to include project support;
22. Experience in the use of Project Management, and Resource Management tools (Service Now and Oracle ERP);
23. Excellent knowledge and experience in the use of Microsoft Office packages (SharePoint, Word, Excel, PowerPoint and Access or other database applications);
24. Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing;
25. Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment;
26. Excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff.
Desirable Experience and Education
27. Prior experience of working in an international environment comprising both military and civilian elements;
28. Knowledge of NATO responsibilities and organization, including NATO HQ, ACO and ACT.