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 – C005479

Role Duties and Responsibilities

• Support the planning and administration of official travel arrangements.
• Support onboarding and offboarding administrative activities for Branch personnel.
• Track Branch training requirements, requests, approvals, and related follow-up actions.
• Manage the Branch Head's calendar, including scheduling, prioritisation, coordination, and deconfliction of engagements.
• Coordinate and support Branch-level meetings, including preparation of agendas, recording of minutes, tracking of actions and decisions, and follow-up with responsible stakeholders.
• Maintain Branch-level decision, action, and follow-up trackers.
• Draft and coordinate internal communications on behalf of the Branch Head.
• Serve as the primary administrative point of contact for crossbranch queries and coordination matters.
• Track key service delivery milestones and artefacts, including kick-off dates, reviews, deliverables, and final reports.
• Raise, coordinate, and track purchase requests and associated administrative actions.
• Follow up with customers and internal stakeholders on matters related to travel, procurement, and time allocation.
• Support the tracking, reconciliation, and reporting of resource time allocation.
• Maintain accurate and up-to-date Branch information and records in relevant tools and platforms, including Power BI, SharePoint, Confluence, Jira, ServiceNow, and Excel-based trackers.
• Perform additional administrative and coordination duties directly related to the Assess Branch mission, as reasonably requested by the Branch Head and within the scope of this Statement of Work.

Essential Skills, Experience and Certifications

• Demonstrated professional experience in administrative or office support functions involving document preparation, records management, coordination and data maintenance.
• Experience supporting technical, Cyber Security, IT or similar operational environments would be considered an advantage.
• The contractor shall have a good understanding of Cyber Security principles, concepts and terminology, sufficient to work effectively with Cyber Security professionals and technical documentation.
• The contractor shall be able to understand the structure and context of Cyber Security assessment reports in order to perform accurate proofreading, formatting, document preparation and quality assurance. The contractor will not be responsible for the technical validation of vulnerabilities, findings or recommendations.
• The contractor shall demonstrate awareness of the sensitive and confidential nature of Cyber Security information and apply appropriate information-handling practices
• Advanced proficiency in Microsoft Word, including professional document formatting, templates, styles, tables, Track Changes and document review.
• Good proficiency in Microsoft Excel, including maintenance of trackers, sorting and filtering, basic formulas and data validation.
• Good proficiency in Microsoft PowerPoint for preparation and formatting of presentations and briefing material.
• Good working knowledge of Microsoft Outlook and Teams for correspondence, coordination and collaboration.
• Experience with SharePoint or similar document management systems, including document repositories and version control.
• Ability to work effectively with ITSM/ticketing systems, including creation, monitoring and follow-up of service requests.
• Strong organisational skills and the ability to manage multiple tasks, priorities, deadlines and follow-up actions.
• Excellent proofreading, document quality assurance and attention-to-detail skills.
• Good working knowledge of Microsoft Outlook and Teams for correspondence, coordination and collaboration.

Desirable Skills, Experience and Certifications

• Familiarity with Penetration Testing and Vulnerability Assessment terminology and reporting processes is highly desirable.
• Experience in personnel administration or onboarding activities would be desirable.

Education

• Higher secondary education combined with relevant professional experience in administration, business support, office management, information management or a related area.

Working Location

• Mons, Belgium

Working Policy

• On-site
• May be permitted to perform work remotely, from a different NATO nation than the duty location, for up to a maximum of 46 days a year in the period of 1 calendar year, subject to prior approval by their Resource Manager

Travel

• Some travel to other NATO sites may be required in Belgium
• Each travel will be a maximum of 2 days lengths and happening no more than once per 2 months

Security Clearance

• Valid National or NATO Secret personal security clearance