Deadline Date: Monday 7 September 2026

Requirement: Project Coordinator

Location: Northwood, UK

Full Time On-Site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 418

Required Start Date: 1 October 2026

End Contract Date: 31 December 2026

Required Security Clearance: NATO SECRET

Duties & Role:  

Under the direction of the Head Service Management Branch (SMB), the incumbent will perform duties such as the following:

• The primary function is to provide support to various external project managers in the support and delivery of assigned projects, and to provide local oversight of project delivery as they move throughout their lifecycle.
• Acts as the CSU focal point for all incoming queries from external Project Managers requesting CSU support. Conducts an initial analysis on local support, planning, and scheduling. Manages expectations of project stakeholders.
• Coordinates and facilitates all CSU project related management activities in accordance with NATO regulations and NCI Agency project management policies and procedures.
• Supports relevant Project Managers in meeting project related milestones or activities in coordination with relevant stakeholders;
• Supports cost, technical, and work force assessments for existing and emerging requirements and engages Project Managers and CSU elements for project planning and prioritization;
• Supports NCI Agency Account Managers in the support and coordination of related Customer Requests (CRFs)
• Builds and maintains project documentation, version control, meeting agendas, minutes, action trackers and lessons learned records.
• Works closely with the CSU Technical Coordination Officer for planning and assignment of any CSU Technical support. Maintains a close liaison with technicians and engineers within the CSU and at other NCIA locations and other NATO Agencies.
• Supports the CSU SMBH in building and/or maintaining a portfolio to plan, monitor, and control resources, revenue and capital costs against assigned project budgets;
• Supports coordination of assigned project related activities with other elements of the NCI Agency, International Staff NATO Office of Resources (IS-NOR), NATO committees, NATO Nations and Allied Command Operations / Transformation (ACO/ACT);
• Supports risk management for assigned projects, and provides risk guidance to lead Project Mangers.
• Manages on site contractors in support of Local Project Delivery;
• Supports Service Operations Branch in submitting and managing Northwood Change Requests (NCR) as they relate to work services for local and external projects;
• Represents the CSU in NATO Committees, Steering Groups/Boards and Conferences and liaises with other NCI Agency entities and customers as required to facilitate the commitment of CSU resources;
• Represents the CSU at project working groups, conferences, and planning as directed;
• Execute quality assurance functions to ensure deliverables meet agreed standards.
• Stays abreast of development in Service and Project Management methodologies/tools and technology developments relevant to the area of work;
• Deputize for higher grade staff, when required;
• Performs other duties as may be required, provided these remain consistent with the scope, responsibilities and level of the Project Coordinator role.

Place of Work and Working Hours: The services under this contract shall be performed primarily on-site at the designated Agency location. The mandatory working time shall be 38 hours per week, to be performed Monday to Friday between 09:00 and 17:00, in accordance with Agency practices. A daily unpaid lunch break shall be taken in line with applicable local regulations and Agency practices. Remote work may be authorised on an exceptional basis, subject to project requirements and prior approval by the Agency. When remote work is authorised, the Contractor shall maintain reliable communication with the Agency, remain available during the agreed working hours, and ensure secure access to all required Agency systems, networks, and documentation platforms. All access and connectivity shall comply with applicable Agency security regulations, information assurance policies, and data protection requirements.

Use of Agency Vehicles: Where required for official duties and subject to prior authorization by the Agency, the Contractor may be permitted to operate Agency vehicles. Any such use shall be undertaken at the Contractor's sole responsibility and in compliance with applicable Agency rules and traffic regulations. The Contractor shall remain fully liable for any incidents, damages, or claims arising from the use of Agency vehicles, in accordance with the contract terms and the Contractor's insurance coverage.

Requirements

Skills, Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance
• A minimum requirement of a Bachelor's degree at a nationally recognized/certified University in a related discipline and 2 years post-related experience. Exceptionally, the lack of a university degree may be compensated by the demonstration of a candidate's particular abilities or experience that is/are of interest to NCI Agency, that is, at least 2 years extensive and progressive expertise in duties related to the function of the post;
• Experience in project management, typically (but not exclusively) involving the development and implementation of business processes to meet identified business needs, acquiring and utilizing the necessary resources and skills, within agreed parameters of cost, timescales and quality. [Ref: SFIA v3 2005:PRMG, 348C Business Change Management and Project Management];
• Experience advising and ensuring the definition, documentation and satisfactory completion of small to medium-scale projects. [Ref: SFIA v3 2005:PRMG];
• Prior experience as a project manager, to include developing project plans, funding estimates, contracting requirements, plus the day-to-day directing of the project, preparing project reports, providing status of projects, and briefings to senior officials;
• Experience in supporting the lifecycle of Information Systems and coordinating operational and exercise requirements with relevant technical and operational stakeholders

Desirable experience and education :

• Knowledge of System Analysis principles and Information Systems development, with sufficient technical understanding of distributed Information Systems, Command and Control Information Systems, and wide and local area networks to effectively coordinate with technical SMEs and  project stakeholders.
• Knowledge of ITIL, Project Management, IKM, IS engineering, NATO resource management procedures, knowledge of policy, procedures, and organization of NATO CIS;
• Post Graduate diploma in an IS engineering related subject;
• Member of a recognized professional body or institution;
• Prior experience working in an international environment comprising both military and civilian elements;
• Knowledge of NATO responsibilities and organization, including ACO and ACT.