COO/P3M Account Management Assistant (NS)

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 seek personnel to join our team and support key client projects.

Whom 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 that NATO’s military commanders use 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 is critical 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 must build and maintain a high-performance-engaged workforce. The NCI Agency workforce strategically consists of three major categories: 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 comprise approximately 15 percent of the workforce.

Duties and Role:

• Support the Account Section Head in managing the portfolio of projects assigned to the Chief Operating Office:
• Assist the Account Section Head in addressing requests from sponsors, ensuring proper internal assignment and timely response;
• Assist the Account Section Head during the start-up and initiation stages of projects, coordinating the necessary parties for the preparation of formal NCI Agency offers;
• Support project fund request assurance reviews, contributing to ensure consistency with milestone information and financial information;
• Contribute to the formal NCI Agency offers to ensure they meet with Agency’s quality standards and are in line with the expectations of sponsors, including quality acceptance criteria, scope and timelines of the formal NCI Agency offers;
• Assist in communication to sponsors to provide progress on request processing, all through project lifecycle;
• Contribute to the management of project closure, ensuring deliverables are properly submitted to sponsors, followed by a formal acceptance, and adequate feedback on the Agency performance is obtained from the sponsor;
• Contribute to monitoring of the portfolio with regard to its financial status (Planned versus Contracted and actual incomes), operational status (delivery of projects and milestones), and forecast (future cooperation);
• Support the Account Section Head in providing reporting material on the status of the portfolio, including for development of the Programme of Work, Monthly reports and Annual report.
• Support the Account Section Head in contributing to:
• Development of the Demand Assessment, based on understanding of the Customer Requirements and the Agency offer, based on the Agency Catalogue;
• Improvement of all relevant portfolio management processes, also liaising with other relevant stakeholders as necessary. Including development and implementation of Standard Operating Procedures (SOPs), Metrics and KPIs;
• Planning and prioritization of the activities in the Account.
• Deputize for higher grade staff, if required;
• Performs other duties as may be required.

Requirements

Skill, Knowledge & Experience:

• Higher vocational training in a relevant discipline leading to a professional qualification with 2 years post-related experience (within the P3SM domain). Or a secondary educational qualification with 5 years post-related experience (within the P3SM domain.
• At least 3 years’ experience in the P3SM domain, including the provision of Portfolio Management support;
• Proficiency in using MS Office suite of software, including development of presentations and staff papers;
• Demonstrable ability to effectively communicate orally and in writing;
• Experience in providing relevant reports to staff and management;
• Effective organizational skills and ability to handle a large volume of work in an efficient and timely manner;
• Ability to take initiative, and a flexible approach to responding reliably and competently to changing requirements;
• Highly developed sense of responsibility and accountability, with an ability to work with minimum supervision;
• Demonstrable knowledge and understanding of Customer Management and funding principles.
• Language Proficiency: A thorough knowledge of one of the two NATO languages, both written and spoken, is essential and some knowledge of the other is desirable.

Competencies or Personal Attributes:

• Delivering Results and Meeting Customer Expectations - Focuses on customer needs and satisfaction; sets high standards for quality and quantity; monitors and maintains quality and productivity; works in a systematic, methodical and orderly way; consistently achieves project goals.
• Following Instructions and Procedures - Appropriately follows instructions from others without unnecessarily challenging authority; follows procedures and policies; keeps to schedules; arrives punctually for work and meetings; demonstrates commitment to the organisation; complies with legal obligations and safety requirements of the role.
• Writing and Reporting - Writes convincingly; writes clearly, succinctly and correctly; avoids the unnecessary use of jargon or complicated language; writes in a well-structured and logical way; structures information to meet the needs and understanding of the intended audience.
• Relating and Networking - Easily establishes good relationships with customers and staff; relates well to people at all levels; builds wide and effective networks of contacts; uses humour appropriately to bring warmth to relationships with others.
• Coping with Pressures and Setbacks - Maintains a positive outlook at work; works productively in a pressurised environment; keeps emotions under control during difficult situations; handles criticism well and learns from it; balances the demands of a work life and a personal life.

Working Policy

• Onsite

Travel

• Travel to other NATO location may be required

Security Clearance

• Must have a currently active NATO SECRET security clearance

Contract Duration

• Required Start Date:29 October 2023
• End Contract Date: 31 December 2023 (with potential extension)