Key Duties & Responsibilities

1. Information Management

• Monitor and improve information and records management practices
• Identify risks and recommend remediation actions
• Report on information control status to support decision-making
• Ensure compliance with policies, audit, and control requirements

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2. Project & Programme Support

• Support project boards, assurance teams, and review meetings
• Provide project planning, scheduling, and tracking support
• Set up and guide use of project management tools and processes
• Assist with project proposals and provide cross-project insights (risk, quality, finance, etc.)

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3. Stakeholder Management

• Handle issues, resolutions, and lessons learned
• Implement communication and stakeholder engagement plans
• Collect feedback to improve stakeholder relationships
• Maintain effective relationships with internal and external stakeholders

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4. Business Administration

• Support team operations and ensure information availability
• Organize meetings and coordinate across teams
• Maintain and improve administrative processes and tools

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5. Operational Project Support

• Maintain policies, procedures, and project documentation
• Prepare and coordinate cost estimates (TBCE) and Statements of Work (SOW)
• Assist in project delivery (documentation, implementation, risk/change management)
• Maintain project plans (e.g., ServiceNow)
• Support resource allocation and business intake processes
• Produce regular project reports

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6. Project Coordination & Control

• Manage project plans on behalf of project managers
• Coordinate with resource managers and contracting officers (IFBs, RFQs)
• Monitor project performance and approve timesheets
• Support project closure, including customer acceptance (JFAI)
• Maintain project portals and document repositories

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7. Change & Resource Management

• Support implementation of project changes (scope, timeline, resources)
• Ensure change processes follow organizational standards
• Assist in planning and tracking resource allocation

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Requirements

Education

• Higher vocational training 5 years experience, OR
• Secondary education 3 years experience

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Experience & Skills

• Strong proficiency in Microsoft Office tools
• Excellent English communication skills (written and spoken)
• Ability to work in dynamic, fast-changing environments
• Strong interpersonal and stakeholder engagement skills
• Proactive, flexible, and able to take initiative

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Certifications

Essential:

• PRINCE2 Practitioner
• Professional Scrum Master I

Desirable:

• ITIL v4
• MSP Foundation / Practitioner
• Experience with tools like MS Project or ServiceNow

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Work Conditions

• Location: Braine-l’Alleud, Belgium
• On-site: 100%
• Duration: 25 May – 31 December 2026
• Total hours: 418
• Travel: Up to 100 days within Belgium
• Security clearance: NATO Secret
• Grade: NATO G15

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Key Competencies

• Project coordination and administration
• Stakeholder communication and relationship management
• Planning, reporting, and documentation
• Organizational and multitasking skills
• Basic project management capability