Administrative 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 – C005047

Role Background

The NCI Agency is seeking an SMA O2 Administrative Coordinator to provide comprehensive administrative, reporting, and portfolio/project support to SMA O2 and SMC leadership. The role coordinates the reporting battle rhythm, supports Service Lifecycle Management Board activities, maintains information and knowledge management systems, and assists with resource planning and stakeholder communication across the organization.

Role Duties and Responsibilities

• Provide administrative support to SMA O2, SMC leadership, Section/Branch Chiefs and stakeholders, including calendar management, correspondence, records, workflows and documentation.
• Prepare agendas, meeting packs, minutes and action logs; draft emails, reports, presentations and formal documents.
• Maintain filing systems, databases, spreadsheets, SharePoint content, SOPs, office procedures and process workflows, handling sensitive information with discretion.
• Coordinate the SMA O2 reporting portfolio and reporting battle rhythm, including collecting, consolidating and quality-checking data for reports, dashboards, briefings and presentations.
• Support Service Lifecycle Management Board activities by preparing agendas, minutes, action logs and decision records, and track actions to ensure timely completion.
• Support planning, scheduling, tracking and reporting for portfolios, programmes and projects, maintaining project plans and records using tools such as MS Project and ServiceNow.
• Prepare project presentations, status updates and lessons learned; support project proposals, Statements of Work, change management, risk/issue tracking, deliverables, dependencies, expenses and budget logs.
• Maintain information registers, SharePoint sites, document libraries, metadata, records and controlled documentation in line with guidance and security protocols.
• Perform data-quality checks, update metadata, correct file names, ensure documentation accuracy, and escalate information-handling concerns.
• Support resource planning, coordination, allocation, onboarding and monitoring; liaise with Resource Managers on availability, maintain resource records, and support timesheet/resource approval processes.
• Provide information on services, procedures and activities to internal and external stakeholders; manage communications via email, phone and collaboration platforms.
• Coordinate events, workshops, conferences and meetings, including venues, equipment, attendee lists, materials and follow-up actions.
• Coordinate SMA O2-related tasks and actions, support additional tasks assigned by the Section/Branch Chief or SMC Chief, and deputise for higher-grade staff as required.

Essential Skills, Experience and Certifications

• Higher vocational training in a relevant discipline with 3 years' post-related experience; or secondary educational qualification with 5 years' post-related experience.
• Experience providing administrative support to managers, leadership teams, or business/functional areas.
• Experience managing calendars, meetings, minutes, action logs, correspondence, records and formal documentation.
• Experience drafting accurate and concise reports, presentations, minutes, emails and other documents.
• Good knowledge of Service Level Management, reporting, KPIs and management information processes.
• Experience managing reporting timelines, consolidating data and supporting report quality assurance.
• Experience supporting portfolio, programme or project activities, including planning, scheduling, tracking, reporting and documentation.
• Experience using or supporting project management tools such as MS Project, ServiceNow or similar.
• Experience maintaining SharePoint sites, document libraries, registers, metadata, records and controlled documentation.
• Experience supporting resource planning, allocation, onboarding, monitoring and coordination.
• Experience tracking project expenses, budget logs, deliverables, risks, issues and actions.
• Strong Microsoft Office skills (Word, Excel, PowerPoint, Outlook, Teams); advanced Excel skills desirable.
• Proven ability to work independently, apply sound judgement and handle sensitive or confidential information.
• Strong planning, analytical, organizational, problem-solving and interpersonal skills.
• Excellent written and spoken English.
• ITIL 4 Foundation certification (essential).
• Desirable: SharePoint administration, Power BI dashboard development, and training in MS Project, ServiceNow, project support, resource management, or information management.

Working Location

• Mons, Belgium

Working Policy

• Full-time onsite

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance