Principal Assistant

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Spektrum seeks a Principal Assistant in The Hague to support the NATO NCIA by ensuring effective delivery across portfolios, configuring project tools, maintaining information management, coordinating meetings and resources, and preparing Statements of Work. The role requires 5-7 years in portfolio or project support, experience with MS Project and ServiceNow, SharePoint governance, data quality, and budgeting, plus strong English communication. A Bachelor’s degree in Economics, Finance, HR, or Business Administration with 7+ years of related experience is essential, along with a valid National or NATO Secret clearance. Hybrid 50/50 onsite/offsite with some NATO travel. Tips: tailor your CV to showcase governance, budgeting and resource coordination, highlight defence context, and demonstrate security mindedness and adaptability.

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 – C004670

Role Duties and Responsibilities

• Makes sure that support services are delivered effectively across portfolios and projects.
• Applies and recommends appropriate control solutions for planning, scheduling and tracking project activities.
• Configures and maintains project management tools, and provides clear guidance on related procedures, processes and techniques.
• Offers basic advice and clarification on the development of individual project proposals.
• Assists to maintain information registers and makes sure data is kept up to date.
• Supports users in locating, saving and organizing information in line with established guidance.
• Escalates any concerns or issues with information handling to senior team members.
• Assists with straightforward data-quality activities, such as correcting file names or updating metadata.
• Assists in the effective planning, coordination and control of project resources.
• Helps to ensure that resources are allocated and monitored appropriately so that project deadlines are met.
• Assists the team or manager in gathering and providing the information needed to support ongoing team processes.
• Helps to plan and prepare for meetings.
• Sets up and offers clear guidance on software, procedures, processes, tools and techniques for administration and workplace productivity.
• Liaises and coordinates activities across functions.
• Updates and maintains office policies and procedures.
• Providing information about the organisation's services, facilities, or procedures.
• Scheduling and confirming appointments, meetings, or reservations.
• Organising, updating, and maintaining files, records, and basic databases or spreadsheets.
• Preparing and internally coordinating Statements of Work (SOW), for release to agency customers.
• Contributing as needed in project delivery: review project documents, site implementation, change management, risk & issue management etc.
• Preparing and maintaining project plans (including service now activities)
• Assisting in resource allocations
• Create, maintain and administer project plans, as needed, on behalf of Project Managers;
• Coordinate with Resource Managers in respect to availability of resources to undertake activities on projects;
• Monitoring project performance, and approving time from resources;
• Maintain project portals and document libraries;
• Report on project status;
• Performs other duties as may be required.

Essential Skills, Experience and Certifications

• Portfolio/Project Support (5-7 years): Configuring MS Project/ServiceNow, planning/tracking activities, budget management, expense tracking, financial reporting, project presentations
• HSMO/Information Management (5+ years): SharePoint administration, data quality/metadata management, records handling, documentation/procedure writing Resource Management (4+ years): Resource planning/coordination, onboarding personnel, staffing coordination
• Business Administration (5+ years): Meeting coordination, cross- functional liaison, policy/procedure development, basic user training
• Customer-Facing Communication (8+ years): Service communication, appointment scheduling, multi-channel customer interaction, stakeholder relations
• Project Delivery Support (4-5 years): SOW preparation, project planning, performance monitoring, risk/change management, lessons learned
• Microsoft Office Automation (5+ years): Advanced Excel (budget/data analysis), Word, PowerPoint, Outlook, Teams proficiency
• English Communication (10+ years): Excellent spoken/written English, professional correspondence, presentations
• Initiative & Flexibility: Problem-solving, adaptability in fast-paced environments
• Interpersonal Skills: Collaboration, customer-service mindset, stakeholder support

Education

• Bachelor's degree in either Economics, Finance, Human Resources, Business Administration, or relevant discipline with 7 years post related experience.

Desirable Skills, Experience and Certifications

• Social media management
• Personnel onboarding
• Expense tracking/financial admin
• Presentation support
• Procedure documentation
• Training delivery
• MS Project/ServiceNow expertise
• SharePoint governance knowledge

Working Location

• The Hague, Netherlands

Working Policy

• Hybrid (50% onsite/ 50% offsite)

Travel

• Some travel to other NATO sites may be required

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.