Project and Service Management Assistant

Provides day-to-day administrative, coordination and financial support to project managers and service teams, helping keep projects on schedule, records accurate and stakeholders informed.

Main duties: coordinate project meetings, schedules and stakeholder communications; prepare minutes for project meetings and programme boards; maintain project documentation, presentations, version control and archives; track milestones, timelines, budgets and progress; prepare status reports and support risk assessments; maintain data quality in business management tools; support Purchase Requests, Purchase Orders and Operational Level Agreements, alongside invoice and financial reporting activities; handle routine service queries and minor issues, escalating complex matters; help team members use management tools and follow established processes.

Experience and requirements: at least 3 years of progressively responsible project administrative support experience; experience with document management and analysis tools such as SharePoint and Excel, plus project management and/or ERP systems; experience using Business Intelligence tools for accounting, financial and time-accounting reports; knowledge of project budgeting, financial performance tracking and reporting; strong organization, prioritization, multitasking, analytical skills and attention to detail; effective stakeholder communication, teamwork and meeting/event coordination skills; strong spoken and written English; additional languages are an advantage; knowledge of NATO’s responsibilities and organization; valid NATO SECRET security clearance or higher.

Assignment conditions: location Brussels, Belgium — full-time on-site; travel expected once every two weeks to another NCIA office in Mons/BLA or The Hague.