Administrative & Reporting Coordinator
Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.
Who we are supporting
The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.
The NCIA provides a wide range of services, including:
Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.
Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.
Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.
Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.
The program
Assistance and Advisory Service (AAS)
The NATO Communications and Information Agency (NCI Agency) is NATO’s principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.
To provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorise's: NATO International Civilians (NIC)'s, Military (Mil), and Interim Workforce Consultants (IWC)'s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.
Role ID – C005316
Role Background
SMA O2 Coordinator to provide administrative, reporting, and coordination support to SMA O2 and SMC leadership at NATO in Mons, Belgium, covering governance reporting, portfolio/project support, information management, and resource coordination.
Role Duties and Responsibilities
Provide administrative support to SMA O2, SMC leadership, and Section/Branch Chiefs — managing calendars, meetings, correspondence, records, and documentation
Prepare agendas, meeting packs, minutes, and action logs; draft reports, presentations, and formal documents
Coordinate the SMA O2 reporting portfolio and battle rhythm; consolidate and quality-check data for reports, dashboards, and briefings
Support Service Lifecycle Management Board activities, including agendas, minutes, and decision records
Support portfolio, programme, and project planning, scheduling, tracking, and reporting using MS Project and ServiceNow
Maintain SharePoint sites, information registers, metadata, and controlled documentation
Support resource planning, allocation, onboarding, and monitoring; liaise with Resource Managers on availability and utilization
Manage stakeholder communications across email, phone, and collaboration platforms
Coordinate events, workshops, conferences, and group calendars
Perform other duties as assigned, including deputising for higher-grade staff when required
Essential Skills, Experience and Certifications
Higher vocational training with 3 years' relevant experience, or secondary education with 5 years' relevant experience
ITIL 4 Foundation certification
Experience providing administrative support to managers or leadership teams
Experience managing calendars, meetings, minutes, and formal documentation
Experience with reporting, KPIs, and management information processes
Experience supporting portfolio/programme/project activities
Experience with MS Project, ServiceNow, or similar tools
Experience maintaining SharePoint and controlled documentation
Strong MS Office skills (Word, Excel, PowerPoint, Outlook, Teams)
Excellent written and spoken English
NATO Secret security clearance
Desirable:
SharePoint administration
Power BI dashboard development
Advanced Excel skills
Financial/expense tracking experience
Working Location
Mons, Belgium
Working Policy
On – site
Travel
Some travel to other NATO sites may be required
Security Clearance
Valid National or NATO Secret personal security clearance