Project Support Officer

Braine-l'Alleud, BE Deadline: 16-09-2026 Posted: 03-09-2026 #17483

Request: C004805
Location: Braine-l’Alleud, Belgium
Working model: Hybrid, approximately 40% on-site
Travel: Around four trips per month to other NATO locations in Belgium
Security clearance: NATO Secret

Role purpose

Provide comprehensive project coordination and control support, ensuring plans, costs, resources, risks, documentation, site visits, reporting, and governance activities remain accurate, current, and properly managed.

Principal duties

  • Maintain the master project plan and detailed schedules, gather weekly progress updates, and flag delays and critical-path risks.
  • Produce look-ahead schedules, Gantt charts, milestone trackers, dashboards, and board-level status reports.
  • Support project re-planning and baseline revisions following stage reviews or approved changes.
  • Own the RAID log and maintain risk, issue, lesson, quality, decision, and change-control records.
  • Establish and enforce document-management standards, including filing structures, naming conventions, permissions, version control, approvals, and archiving.
  • Track expenditure, commitments, forecasts, invoices, purchase orders, timesheets, budget coding, and resource allocation.
  • Coordinate access to NATO sites for audit teams, contractors, and surveyors, including permits, security clearances, inductions, and health-and-safety documentation.
  • Maintain site-visit schedules and outcome trackers, escalate recurring access problems, and plan efficient geographic routes.
  • Organise meetings, prepare agendas and papers, record minutes, decisions, actions, owners, and deadlines, and follow up overdue actions.
  • Maintain the governance calendar for stage gates, project boards, and quality reviews.
  • Serve as the first point of contact for project administration, processes, templates, and escalation routes.

Required technical capabilities

  • Strong Microsoft Project and ServiceNow scheduling capability.
  • Advanced Excel skills, including pivot tables, lookups, conditional formatting, cost tracking, and resource modelling.
  • Confident use of SharePoint, Teams, Word, and PowerPoint.
  • Ability to create clear dashboards featuring RAG status, trends, and exception reporting.
  • Familiarity with project-management information systems or portfolio-management tools.

Required qualities and experience

  • Exceptional accuracy and attention to detail.
  • Strong organisation across competing priorities and deadlines.
  • Clear, concise written reporting and minute-taking skills.
  • Proactive, self-directed working style.
  • Diplomatic persistence when securing updates from stakeholders.
  • Confidence working with site personnel, contractors, and senior governance boards.
  • Calmness under pressure and discretion with sensitive financial, personnel, and pre-decision information.
  • A flexible, team-focused attitude and willingness to undertake broad administrative duties.
  • Confidence to challenge process failures or declining standards constructively, regardless of seniority.

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