Portfolio Management Assistant

Job content

Location:
Braine L’Alleud, Belgium

Security Clearance:
NATO Secret

Reference No:
C002845 / Braine L’Alleud

Skills, knowledge, experience required:

• Higher vocational training in a relevant discipline with 3 years post-related experience;
• OR a secondary educational qualification with 5 years of post-related experience;
• Previous experience in project, portfolio and programme management (P3M) area;
• Experience in roles requiring the ability to translate technical updates into storytelling fit for the PMO activities;
• Sound knowledge and experience in the use of other Microsoft office products (e.g. Word, Access, OneNote, etc.);
• Expert knowledge in MS Excel incl. Pivot, connections to external data sources and Macros;
• Advanced knowledge of SharePoint;
• Strong expertise in MS PowerPoint;
• Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing.

Desirable:

• Prior experience of working in an international environment comprising both military and civilian elements;
• Knowledge of NATO responsibilities and organization, including ACO and ACT.
• A recognised formal Project Management qualification, such as PRINCE2 or PMP and/or ITIL Intermediate Level Certification;
• A recognised SharePoint training.

Duties/role:

• Providing:
• Direct first level support to NIMSC Managers (mainly Project Managers (PMs), Service Delivery Managers (SDMs) and Resource Managers (RMs)) in the use of project management methods, toolset, processes and procedures in accordance with NATO and Agency guidelines / directives;
• Business Tools (e.g. ServiceNow, Business Intelligence, Agency Project and Resource Management (APRM), Time Account System (TAS)) support to NIMSC Managers and assisting with project/service/resource planning, resource allocation and project maintenance to ensure NIMSC Managers meet their commitments, stay within agreed tolerances and contribute to business goals;
• Guidance and mentoring to NIMSC Managers on project and resource management processes;
• Support in management and maintenance of NIMSC business portfolio;
• Assisting in:
• Continuously reviewing and improving NIMSC PMO related processes;
• Managing and provide monitoring, reporting and maintenance on agreed project/service/resource Key Performance Indicators (KPIs) and informing NIMSC Managers on any recognized anomalies and assist in taking corrective actions;
• Preparing and managing the NIMSC Business Execution and Change (BEC) Board and providing support in the process activities;
• Timely completion of time booking within NIMSC;
• Project scoping, timelines and financial issues and queries;
• Monitoring resource allocation to projects and services and supporting Resource Managers in resolving identified issues;
• Assisting NIMSC Managers with project/service/resource reporting and documentation through quality review of Management Artefacts in the remit of PMO;
• Assisting the management and preparation of business planning, financial forecasting, risk/issue management and activities specific to project phases and/or NCI Agency planning and reporting cycle;
• Preparing, participating, carrying out and recording/documenting the NIMSC Project Board and other project management related activities;
• Acting as focal point for Business Tools issues, including the support in preparing, reviewing and validating relevant Business Tools reports for NIMSC Head PMO, NIMSC Head RPM and NIMSC Chief;
• Collating and analysing data;
• Following-up any recognized anomalies;
• Preparing and collecting all necessary information for the regular reporting to internal and external stakeholders;
• Liaising with NIMSC Managers and other functional roles in the Agency to ensure correct execution of Agency’s exception, closure and other project / service processes;
• Deputizing for higher grades staff, if required;
• Performing other duties as may be required.

VECTOR SYNERGY sp. z o.o., ul. Marcelińska 90, 60-324 Poznań, NIP PL7811857270, REGON 301575740, KRS: 0000369575

Rejestr Przedsiębiorców KRS prowadzony przez Sąd Rejonowy Poznań – Nowe Miasto i Wilda w Poznaniu, VIII Wydział Gospodarczy KRS,

kapitał zakładowy wynosi: 73 500,00 złotych wpłacony w całości, TEL +48 616684500, FAX +48 616684501, www.vectorsynergy.com, info@vectorsynergy.com