SMB Operations Coordinator

Duties

• Capture, structure, and maintain SMB tasking in a centralised action tracker, including ownership, priorities, and deadlines.
• Monitor progress of activities and follow up on outstanding actions to ensure timely delivery.
• Prepare SMB meetings, including agenda development, coordination of inputs, and preparation of briefing materials.
• Prepares reports and statements as requested by SMB Head.
• Record meeting minutes and maintain decision and action logs.
• Consolidate inputs from stakeholders into structured reports and operational summaries.
• Provide the SMB Head with clear visibility of ongoing activities, risks, and bottlenecks.
• Support the drafting of structured communications on behalf of SMB leadership.
• Monitor adherence to established processes and flag inconsistencies, delays, or risks.
• Maintain workforce trackers, including posts, vacancies, and hiring status.
• Track recruitment-related actions including onboarding and follow up on status updates with relevant stakeholders.
• Maintain financial tracking logs, including Purchase Requisitions (PRs), Purchase Orders (POs), invoices, and work confirmations.
• Maintain ERM-related task trackers (including service requests, SNOW tickets, and R2R actions).
• Consolidate data inputs for RM reporting.
• Ensure ERM-related documentation is structured, current, and audit-ready.
• The contractor shall be responsible for the execution of coordination and support tasks and shall be accountable for the accuracy, timeliness, and completeness of maintained data and trackers.
• In the event of conflicting priorities, the contractor will present the issue to the SMBH and the ERM for resolution.
• The contractor shall not independently reprioritise assigned tasks.
• Not perform decision-making functions or act in an authoritative capacity.
• Not assume ownership of workforce, portfolio, or budget management activities.
• Not act as a deputy or substitute for the SMB Head or Embedded Resource Manager.
• Not engage stakeholders with commitments or decisions without prior direction.
• Escalate uncertainties, conflicts, or risks in a timely manner.
• Maintain accurate, consistent, and up-to-date data across all trackers.
• Ensure traceability of actions, decisions, and communications.
• Provide timely follow-up and status updates.
• Maintain structured, organised, and audit-ready documentation.
• SMB action and task trackers.
• Meeting minutes, decision logs, and governance action trackers.
• Structured operational reports and summaries.
• Workforce tracking logs and hiring status reports.
• Financial tracking logs (PR/PO/Invoice/Work Confirmation alignment).
• ERM-related task trackers and consolidated data inputs.
• Organised SharePoint repositories and document libraries.
• When remote work is authorised, the Contractor shall maintain reliable communication with the Agency.
• When remote work is authorised, the Contractor shall remain available during the agreed working hours.
• When remote work is authorised, the Contractor shall ensure secure access to all required Agency systems, networks, and documentation platforms.
• Where required for official duties and subject to prior authorisation by the Agency, the Contractor may be permitted to operate Agency vehicles.

Requirement

• Minimum of A-levels (or equivalent), supplemented by relevant vocational qualification or professional experience in business administration, operational coordination, management support, or a related discipline.
• Relevant professional experience may be considered in lieu of formal qualifications.
• Minimum 3–5 years of relevant experience in administrative, coordination, or operational support roles within a structured environment.
• Proven experience coordinating day-to-day operations within a structured, fast-paced, and high-volume environment, including maintaining action trackers and ensuring proactive follow-up on tasks, deliverables, and deadlines.
• Proven experience supporting governance activities and leadership meetings, including agenda preparation, minutes, action logs, decision tracking, and coordination of briefing materials.
• Demonstrated ability to prepare structured reports, operational summaries, dashboards, and professional correspondence to support leadership visibility and operational awareness.
• Proven experience maintaining organised, traceable, and audit-ready documentation, including trackers, logs, and structured SharePoint repositories.
• Strong proficiency in Microsoft Excel, including advanced tracker management, data consolidation, and reporting activities.
• Proven experience structuring and maintaining SharePoint sites or similar collaboration platforms to support operational coordination, document control, workflow visibility, and information management.
• Proven ability to coordinate effectively across multiple stakeholders and functions, support coordination of competing priorities under tight timelines, and maintain visibility across activities within a matrix environment without assuming decision-making authority or supervisory responsibilities.
• The services under this contract shall be performed primarily on-site at the designated Agency location.
• The mandatory working time shall be 38 hours per week, to be performed Monday to Friday between 09:00 and 17:00, in accordance with Agency practices.
• Required Security Clearance: NATO Secret.

Preferences

• Bachelor's degree (or equivalent) in Business Administration, Management, or a related field.
• Familiarity with service management principles and coordination of operational workflows within a structured environment.
• Experience supporting financial or procurement tracking activities (e.g. PR/PO monitoring, invoice tracking, or reporting support) within a coordination function.
• Relevant SharePoint certification or advanced SharePoint user experience.
• Experience supporting reporting activities, dashboards, or briefing materials for leadership visibility.
• Experience within an international, governmental, or defence environment is considered an advantage.