2025-0376, Support for Project Management

Duties

Under the direction / guidance of the NCIA Project Manager, the Support for Project Management will perform the following activities:

1) Resource Planning and Scheduling

1. a) Assist the senior project managers in resource planning activities, ensuring that the required personnel and resources are available for project tasks.
2. b) Maintain and update project resources and project schedule using project management tools (e.g., ServiceNow).
3. c) Coordinate the allocation of resources with resource managers.
4. d) Monitor project milestones and ensure tasks are completed on time.

2) Data and Knowledge Management

1. a) Maintain project data repositories, ensuring that all project-related documents, reports, and communications are organized, up-to-date, and accessible to the project team.
2. b) Assist in the creation of knowledge management materials to support project deliverables.
3. c) Ensure that documentation and reports are stored in accordance with the organization’s guidelines and best practices for data governance.

3) Issue and Risk Tracking

1. a) Support the senior project manager by keeping track of project issue and risk registers.
2. b) Ensure that all project-related records are accurate, complete, and aligned with organizational standards.

4) Meeting Organization and Documentation

1. a) Organize and coordinate project meetings, including setting up virtual or physical meetings, sending out invitations, and preparing meeting agendas.
2. b) Take detailed and accurate notes during meetings, capturing key points, decisions, and action items.
3. c) Distribute meeting minutes to stakeholders and ensure that follow-ups on action items are timely.

5) Procurement Support

1. a) Assist senior project managers with project procurement activities, including initiating procurement requests, follow-up on procurement activities, creating receipts.
2. b) Keep track of procurement-related communications and documentations

6) Collaboration and Communication:

1. a) Collaborate with Cloud Operations Centre, Project Managers, Technical Leads, and other relevant teams to ensure cohesive project management activities.
2. b) Communicate effectively with stakeholders to understand project management requirements and address concerns.

The Contractor’s personnel will be part of the project management team.

The services related to the activities above will be delivered in Sprints, and each sprint will have the duration 5 working days and it can be executed by one resource.

Requirements

The Contractor’s personnel supporting this service shall have experience in project administration, with a strong understanding of project management principles. Familiarity with cloud technologies and platforms such as Microsoft Azure, AWS, and Microsoft 365 is an asset.

The Contractor’s personnel should have excellent organizational, communication, and time management skills to coordinate complex projects and interact with multiple teams. A proactive, solution-oriented mindset and the ability to provide the service effectively in a distributed and dynamic environment are essential for this service.

The Support for Project Management requires a Project Manager with the following

qualifications:

1) Project Management Knowledge

1. Working in a Project Management / Administration role for at least 3 years
2. Basic understanding of project management principles, methodologies, and tools.
3. Familiarity with project management software such as ServiceNow, Microsoft Project, or similar tools to track resources, schedules, and milestones
4. Working with at least one of the above mentioned project management software at least for 2 years.
5. Understanding of project life cycles and the ability to assist in the planning and execution of projects from initiation to completion.

2) Organizational Skills

1. Strong attention to detail with the ability to manage multiple tasks simultaneously.
2. Proven ability to maintain and update project schedules, resource allocations, and documentation.
3. Capacity to handle and prioritize competing demands in a fast-paced environment.

3) Communication Skills

1. Excellent verbal and written communication skills to effectively collaborate with team members, stakeholders, and senior project managers.
2. Ability to prepare and distribute meeting agendas and minutes, ensuring clarity and accuracy in communication.
3. Strong interpersonal skills for coordinating with different teams and stakeholders and ensuring timely follow-ups.

4) Team Collaboration

1. Proven ability to work collaboratively within a team, ensuring smooth coordination of project activities.
2. Willingness to support technical leads and other teams to ensure project success and resolve project-related issues.

5) Adaptability and Learning Ability

1. Eagerness to learn and grow in project management, with a proactive approach

to personal development and skill enhancement.

1. Adaptability to changing project requirements and an evolving work environment.

6) Technical Proficiency

1. Advanced proficiency in using standard office software including Microsoft PowerPoint, Word and Excel, with an experience of 3 years.
2. Familiarity with at least one cloud-based platforms (e.g., Microsoft 365) or project management tools (e.g., ServiceNow, Jira).

7) Others:

1. The candidate has strong customer relationship skills, including negotiating complex and sensitive situations under pressure.
2. Full proficiency in the English language. French language proficiency is of advantage.
3. The candidate must have the nationality of one of the NATO nations.
4. The candidate must possess a NATO Se#cret Se#curity Clearance or national equivalent