Provide day-to-day support to the Programme Manager in monitoring and updating project performance information within ServiceNow and EBA.
Support budget execution activities, including the preparation and submission of Purchase Requests and coordination of Purchase Orders with Acquisition teams and external vendors.
Coordinate project-related operational and administrative processes to ensure effective programme delivery.
Manage and maintain project documentation, records, and filing systems in accordance with organizational standards.
Organize meetings, prepare agendas, take meeting minutes, and track action items through to completion.
Coordinate travel arrangements and provide administrative support for project personnel when required.
Assist Project Managers with budget monitoring, expenditure tracking, procurement activities, and reporting requirements.
Support supplier and vendor management activities through coordination with internal and external stakeholders.
Collect, analyse, and present project and performance data during internal stakeholder meetings and management reviews.
Produce reports, presentations, dashboards, and briefing materials to support programme and project governance.
Maintain and administer project information and collaboration platforms, including ServiceNow, EBA, and SharePoint.
Support stakeholder engagement activities and facilitate communication between project teams, suppliers, NATO stakeholders, and governmental organizations.
Contribute to workplace and space management coordination activities where required.
Ensure all activities are performed in compliance with applicable NATO policies, procedures, and security requirements.
Undertake business travel to Agency locations as required.
Requirements
Essential Qualifications & Experience
Master's degree in Business Management, Project Management, Public Administration, Communications, or a related discipline, with a minimum of two years of relevant professional experience.
Additional academic qualifications or professional experience in Strategic Communications, particularly within multinational or multicultural environments.
Demonstrated experience supporting projects or programmes, including documentation management, meeting coordination, and minute-taking.
Previous experience working within NATO, defence, military, government, or similarly structured international organizations.
Extensive experience using ServiceNow, EBA, and SharePoint for project administration and reporting activities.
Experience in budget monitoring, expenditure tracking, and financial reporting.
Experience supporting procurement processes, including preparation and management of Purchase Requests and coordination of Purchase Orders.
Proven experience managing relationships with internal and external stakeholders, including governmental organizations, suppliers, and multinational teams.
Experience collecting, analysing, and reporting performance data using Power BI or similar reporting tools.
Excellent organizational, administrative, and coordination skills.
Strong written and verbal communication skills in English.
Working proficiency in French.
Ability to manage multiple priorities and meet deadlines in a fast-paced project environment.
Desirable Qualifications & Experience
Experience supporting large-scale transformation, infrastructure, relocation, or modernization programmes.
Familiarity with stakeholder engagement methodologies and communication planning.
Experience supporting workplace or space management initiatives.
Knowledge of NATO governance, programme management, and procurement processes.
Experience working in multinational and multicultural environments.