Duties / Responsibilities

Project Administration Support

• Capture requirements, design, document processes, and implement project administration support solutions.

• Develop tools and trackers to support a portfolio of ~20 projects.

• Tools primarily developed using Microsoft Excel and/or Microsoft SharePoint.

• Create reporting and dashboard capabilities for management visibility.

• Maintain and update tools and trackers to provide accurate reports.

• Participate in Agile sprints (~4 weeks each, ~38 hours/week).

• Work closely with NCIA Service Delivery Manager, Technical Lead, and Assurance Engineer.

• Conduct needs analysis, develop implementation plans, deploy solutions.

• Produce sprint completion reports and participate in daily stand-ups, workshops, and relevant events.

• Ensure deliverables are compatible with NCIA software and stored in approved repositories.

• Report verbally and in writing on sprint outcomes for acceptance.

Expected Deliverables

• Tools/solutions for:

  • Project estimations

  • Project/service monitoring (fund usage and remaining funds)

  • Reporting requirements

  • Organizational Level Agreements and funding transfers

  • Purchase requisitions for investments/expenses

  • Licensing and hardware usage

  • Team task assignment and monitoring

  • Contractor and temporary workforce management

• Continuous updates of trackers and dashboards.

• Sprint completion reports including progress, updates, and repository status.

Coordination

• On-site work at NCIA The Hague.

• Report to Service Delivery Management Team Lead.

• Close collaboration with Technical Lead for tool/trackers development.

• Participation in meetings and sprint planning/review sessions.

• Responsible for maintaining documentation and following internal processes.

Requirements

Security Clearance

• NATO SECRET required before engagement.

Technical Qualifications

Required:

• 3 years of advanced Microsoft Excel skills:

  • Advanced formulas (VLOOKUP, INDEX/MATCH, array formulas, etc.)

  • Pivot tables, charts, dashboards, data visualization

  • Macros and VBA for task automation

  • Data cleaning, sorting, filtering, integration (Jira, ServiceNow, SharePoint as asset)

• Process documentation and reporting skills

• Ability to work independently and follow procedures

Desirable:

• 3 years Microsoft SharePoint 2019 experience:

  • Workflow and automation for approvals, requests, and data routing

Behavioral / Soft Skills

• Excellent communication in English (oral and written)

• Team player, collaborative in diverse/multinational environments

• Abstract thinking and problem-solving

• Clear, concise, coherent, and engaging communication

• Proactive, autonomous, and responsible

Other Practical Constraints

• Must use NCIA-provided equipment (laptop)

• Occasional travel to other NATO sites may be required (costs covered separately)

• Deliverables-based contract; primarily one contractor

• Absences allowed if deliverables are completed and communicated