Business and PMO Support Services

Braine-l'Alleud / Brussels / Mons, Belgium Deadline: 10-07-2026 Posted: 26-06-2026 #17068

Duties

  • Preparation and maintenance of administrative documentation, reports, presentations, and correspondence.
  • Collection, consolidation, validation, and maintenance of data across programmes, projects, and services.
  • Development and maintenance of reports, dashboards, trackers, and KPI artefacts to support business operations and decision-making.
  • Ensuring data accuracy, quality control, and proper document management in accordance with applicable standards.
  • Support to the coordination of meetings, workshops, and governance activities, including preparation of agendas, briefings, and supporting materials.
  • Facilitation of structured communication and coordination across stakeholders.
  • Recording and distribution of Minutes of Meetings and maintenance of action trackers.
  • Monitoring and follow-up of actions to ensure timely completion and alignment.
  • Maintenance and update of information within corporate tools and platforms (e.g., ServiceNow, SharePoint or equivalent).
  • Support to workflow tracking, request management, and administrative processes.
  • Maintenance of repositories and information management systems, ensuring data integrity and consistency.
  • Ensuring compliance with applicable governance, security, financial, and audit requirements.
  • Support to financial tracking activities, including budgets, Purchase Requests (PR), Purchase Orders (PO), expenditure, and revenue.
  • Maintenance of financial trackers and contribution to financial reporting across projects and services.
  • Support to financial planning, forecasting inputs, and execution monitoring.
  • Contribution to the development and tracking of financial and performance KPIs.
  • Support to management reviews and business performance reporting.
  • The Contractor shall produce and maintain the following deliverables: Weekly Management Report, Weekly Resource Management Report, Weekly Business dashboard checking and reporting, Weekly report on Tasker Trackers, Monthly ServiceNow TAS Booking verification, Monthly Budget tracking, Monthly PR/PO logs per project and portfolio.
  • Meeting and coordination outputs (agendas, presentations, briefing materials, minutes of meetings, and action trackers) shall be produced ad hoc upon request.
  • Financial and Business Monitoring Reports (financial summaries, forecasts inputs, and ad-hoc financial analysis) shall be produced ad hoc upon request.
  • Data Management and System Outputs (updated records, workflows, and validated data within ServiceNow, SharePoint, EBA, or equivalent systems, including audit-ready documentation) shall be produced ad hoc upon request.
  • The Contractor shall: Identify opportunities for service optimisation and efficiency improvements.
  • The Contractor shall: Propose and track corrective and preventive actions.
  • The Contractor shall: Monitor trends and recurring issues to drive long-term improvements.
  • The Contractor shall establish, maintain, and operate a structured reporting framework to ensure full visibility of service performance, operational status, and compliance with the requirements of this Statement of Work (SoW).
  • The Contractor shall produce a Monthly Service Performance Report, which shall consolidate and reflect the status and outputs of all deliverables defined in Section 3.1.1.
  • The Contractor shall provide: KPI measurement data and supporting evidence, identification of KPI breaches, and calculation of applicable Service Credits.
  • The Contractor shall ensure that all reports are completed and submitted no later than the fifth (5th) working day following the end of the respective reporting period, unless otherwise agreed.
  • The Contractor shall establish and operate a structured Service Governance to ensure effective oversight, control, and continuous improvement of the services delivered under this Statement of Work.
  • The governance structure shall include an Operational Level with weekly or as agreed meetings and a Service Level (Performance Management) Review held monthly, focusing on review of activities, deliverables, data quality, financial tracking outputs, trends, and improvement opportunities.

Requirement

  • The Contractor shall ensure that the assigned personnel shall demonstrate a minimum of three (3) years of professional experience in business administration, project support, or programme/PMO support functions within a complex, multi-stakeholder organisational environment.
  • The assigned personnel shall demonstrate: Proven experience in supporting planning, coordination, reporting, and day-to-day business operations across multiple stakeholders, ensuring structured execution and follow-up of activities.
  • The assigned personnel shall demonstrate: Demonstrated ability to prepare, structure, and maintain high-quality reports, dashboards, KPIs, and performance tracking tools, including consolidation, validation, and analysis of operational, financial, and project-related data to support decision-making and periodic reviews.
  • The assigned personnel shall demonstrate: Experience in preparing agendas, presentations, and briefing materials, as well as producing accurate Minutes of Meetings (MoM), maintaining action trackers, and ensuring structured follow-up of tasks and decisions, with the ability to support clear and professional stakeholder communication.
  • The assigned personnel shall demonstrate: Strong command of Microsoft Office applications, particularly Excel, Word, and PowerPoint, including advanced use of Excel for data analysis, tracking, and reporting, as well as experience with enterprise tools such as ServiceNow, SharePoint, Power BI, EBA, or equivalent systems for workflow, reporting, and information management.
  • The assigned personnel shall demonstrate: Experience in supporting financial administration processes, including tracking of Purchase Requests (PRs), Purchase Orders (POs), and related financial workflows within enterprise systems.
  • The assigned personnel shall demonstrate: Experience working within large, complex, and international organisations, with exposure to structured governance and reporting environments.
  • The assigned personnel by the Contractor shall possess valid NATO-SECRET Personal Security Clearance for the duration of the Period of Performance.
  • The Contractor shall ensure that the assigned personnel possess a University Degree or equivalent higher vocational training in Business Administration, Management, Finance, Economics, Project Management, or a related field.
  • Equivalent professional experience (minimum of five (5) additional years in relevant roles) may be accepted in lieu of a formal degree.
  • The assigned personnel shall demonstrate: Strong written and verbal communication skills, with the ability to support stakeholder coordination in a structured, clear, and professional manner.

Preferences

  • The assigned personnel shall demonstrate: Previous experience working within NATO, preferably within NCIA or similar defence or governmental environments, which shall be considered an asset.

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