Project and Service Management Assistant

Duties

• A Project and Service Assistant is responsible for assisting project managers and service teams with day-to-day operations, ensuring tasks are completed on time and within scope.
• They coordinate schedules, organize meetings, prepare documentation, track project progress, and maintain accurate records.
• The role may also handle service requests, monitor deadlines, manage invoices or purchase orders, and support reporting activities.
• Maintaining quality standards, resolving minor issues, and escalating more complex matters to senior staff are also key responsibilities.
• Overall, the position ensures efficient project execution and high-quality service support while keeping communication clear and processes organized.
• The contractor will provide support services and deliverables as follows: •(cid:9)Project management support
• The contractor will provide support services and deliverables as follows: •(cid:9)Support project-related presentations and documentation
• The contractor will provide support services and deliverables as follows: •(cid:9)Oversee and maintain data quality in Business Management Tools
• The contractor will provide support services and deliverables as follows: •(cid:9)Support issuance of Purchase Requests, Purchase Orders and Operational Level Agreement
• The contractor will provide support services and deliverables as follows: •(cid:9)Produce Meeting minutes and note taking for project meetings and Project/Programme board
• The contractor will provide support services and deliverables as follows: •(cid:9)Manage and coordinate project-related meetings
• The contractor will provide support services and deliverables as follows: •(cid:9)Stakeholder support

Requirement

• At least 3 years' experience in a progressively responsible project administrative support role involving;
• Experience in organizing and maintaining project documentation, ensuring version control, and archiving;
• Experience of documentation management systems and data analysis tools (e.g., Excel, SharePoint);
• Experience with Project management and/or Enterprise Resource Planning tools;
• Experience in the use of Business Information (BI) Tools to generate accounting and finance reports (including time accounting);
• Proven experience in preparing status reports, and providing risk assessments;
• Proficiency in tracking project milestones, timelines, budgets, and progress reporting;
• Experience serving as a liaison between stakeholders, responding to queries, and distributing updates;
• Knowledge of project budgeting and experience in tracking and reporting on financial performance;
• Experience in organizing meetings, conferences and events, coordinating with various stakeholders.
• Valid security clearance at minimum NATO SECRET level;
• Knowledge of NATO responsibilities and organization.
• Strong organizational and multitasking abilities;
• High attention to detail and accuracy;
• Strong organizational skills with the ability to prioritize tasks effectively;
• Excellent interpersonal skills, enabling effective communication with stakeholders at all levels;
• Ability to train and support team members on management tools;
• Strong listening, writing and communication skills in English (additional languages is considered a plus);
• Advanced analytical skills;
• Highly motivated, team player, able to work collaboratively within cross-functional teams;