Project Manager

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 Background

NCIA– Migration to Cloud

The NATO Communications and Information Agency (NCI Agency) is dedicated to supporting NATO's strategic objectives, including the ambitious NATO 2030 agenda. As part of this commitment, we are spearheading the modernization and digital transformation of NATO’s IT services. Our focus is on leveraging public cloud technologies, incorporating a security-by-design approach, and ensuring a seamless transition to a modern, collaborative workplace environment.

Support for Project Management

In scope of Project Management Support, the service provider is expected to support the management and coordination of cloud-related projects within NCIA, ensuring that projects are delivered on time, within scope, and meet quality standards. The service provider will assist in tracking progress, managing resources, and coordinating communication between stakeholders. Strong organizational and problem-solving skills will be essential to identify project risks and ensure successful project delivery. The service provider will also provide administrative support to project teams, monitor project documentation, and assist in the planning and execution of project milestones.

Role Duties and Responsibilities

The scope of the work comprises the tasks mentioned below:

• Resource Planning and Scheduling
  • Assist the senior project managers in resource planning activities, ensuring that the required personnel and resources are available for project tasks.
  • Maintain and update project resources and project schedule using project management tools (e.g., ServiceNow).
  • Coordinate the allocation of resources with resource managers.
  • Monitor project milestones and ensure tasks are completed on time.
• Data and Knowledge Management
  • Maintain project data repositories, ensuring that all project-related documents, reports, and communications are organized, up-to-date, and accessible to the project team.
  • Assist in the creation of knowledge management materials to support project deliverables.
  • Ensure that documentation and reports are stored in accordance with the organization’s guidelines and best practices for data governance.
• Issue and Risk Tracking
  • Support the senior project manager by keeping track of project issue and risk registers.
  • Ensure that all project-related records are accurate, complete, and aligned with organizational standards.
• Meeting Organization and Documentation
  • Organize and coordinate project meetings, including setting up virtual or physical meetings, sending out invitations, and preparing meeting agendas.
  • Take detailed and accurate notes during meetings, capturing key points, decisions, and action items.
  • Distribute meeting minutes to stakeholders and ensure that follow-ups on action items are timely.
• Procurement Support
  • Assist senior project managers with project procurement activities, including initiating procurement requests, follow-up on procurement activities, creating receipts.
  • Keep track of procurement-related communications and documentations
• Collaboration and Communication:
  • Collaborate with Cloud Operations Centre, Project Managers, Technical Leads, and other relevant teams to ensure cohesive project management activities.
  • Communicate effectively with stakeholders to understand project management requirements and address concerns.
• The contractor will be part of the project management team. Close coordination of all activities with the NCI Agency Project Manager (PM) as well as strict adherence to agreed timelines is mandatory

Essential Skills and Experience

• Project Management Knowledge
  • Basic understanding of project management principles, methodologies, and tools.
  • Familiarity with project management software such as ServiceNow, Microsoft Project, or similar tools to track resources, schedules, and milestones.
  • Understanding of project life cycles and the ability to assist in the planning and execution of projects from initiation to completion.
• Organizational Skills
  • Strong attention to detail with the ability to manage multiple tasks simultaneously.
  • Proven ability to maintain and update project schedules, resource allocations, and documentation.
  • Capacity to handle and prioritize competing demands in a fast-paced environment.
• Communication Skills
  • Excellent verbal and written communication skills to effectively collaborate with team members, stakeholders, and senior project managers.
  • Ability to prepare and distribute meeting agendas and minutes, ensuring clarity and accuracy in communication.
  • Strong interpersonal skills for coordinating with different teams and stakeholders and ensuring timely follow-ups.
• Team Collaboration
  • Proven ability to work collaboratively within a team, ensuring smooth coordination of project activities.
  • Willingness to support technical leads and other teams to ensure project success and resolve project-related issues.
• Adaptability and Learning Ability
  • Eagerness to learn and grow in project management, with a proactive approach to personal development and skill enhancement.
  • Adaptability to changing project requirements and an evolving work environment.
• Technical Proficiency
  • Advanced proficiency in using standard office software including Microsoft PowerPoint, Word and Excel.
  • Familiarity with cloud-based platforms (e.g., Microsoft 365) and project management tools (e.g., ServiceNow, Jira) is an advantage but not mandatory.
• Others:
  • The candidate has strong customer relationship skills, including negotiating complex and sensitive situations under pressure.

Language Proficiency

• Business English
• French proficiency is a advantage

Working Location

• Remote

Working Policy

• Off-Site

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance