Portfolio 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 – C004336

Role Duties and Responsibilities

• Provides administrative services to project boards, project assurance teams and quality review meetings.
• Uses recommended portfolio, programme and project control solutions for planning, scheduling and tracking.
• Sets up project files, compiles and distributes reports.
• Provides guidance on project management software, procedures, processes, tools and techniques.
• Supports managers and teams in resourcing and recruitment activities.
• Uses recommended tools for planning, scheduling and tracking resourcing activity.
• Provides guidance on resource management and recruitment software, procedures, processes, tools and techniques.
• Provides administrative support function to teams and meetings.
• Takes an active part in team meetings.
• Sets up files, software systems, on boarding new starters, compiles and distributes reports.
• Provides guidance on administration software, procedures, processes, tools and techniques.
• Explains the functions and features of budgeting tools.
• Implements the organization's budget cycle and process.
• Participates in developing and monitoring a budget for a specific work group or department.
• Assists in the collection and preparation of required budget information.
• Detects and interprets budget variances and overruns.
• Studies and evaluates the audit trails of various operational processes.
• Participates in the testing, review and analysis of existing internal controls.
• Applies new technology-based solutions to specific internal control processes.
• Completes, files and maintains forms used for internal control documentation.
• Makes recommendations for the enhancement of certain internal controls.
• Monitors project timelines, deliverables, and milestones;
• Assists in the collection, validation, and analysis of project data across the portfolio, supports the development of portfolio dashboards, status reports, executive summaries;
• Tracks budgets, expenses, and resource usage; help monitor portfolio performance against key metrics as Rol, resource utilisation, and risk exposure;
• Monitors risks and issues, dependencies, escalating when required; Identify trends, patterns and risks and escalate as needed;
• Supports portfolio prioritisation, capacity planning, and resource allocation exercises;
• Supports and organizes project kick-off, review meetings, and related conferences.

Essential Skills, Experience and Certifications

• Higher vocational training in a relevant discipline with 3 years post-related experience. Or a secondary educational qualification with 5 years post-related experience.
• Extensive work experience in administrative and coordination functions, preferably in the areas of project/service management, and financial management;
• In-depth experience in Project, Programme and Portfolio Support, with at least 3 years' experience in Project Support functions;
• Proficiency with an enterprise project management tool, such as ServiceNow, MS Project, etc;
• Proficiency with advanced Excel functions, PowerBI;
• Experience in resource capabilities management;
• Proficiency in data collection and analysis;
• Experience in resource allocation/levelling;
• Formal Certification in Prince2 at the Foundation Level or similar;
• Formal Certification in ITIL (Information Technology Infrastructure Library) at the Foundation Level or similar.

Working Location

• The Hague, Netherlands

Working Policy

• On-site

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance