C004357 Portfolio Management Assistant (NS) - WED 10 Sep

Deadline Date: Wednesday 10 September 2025

Requirement: Portfolio Management Assistant

Location: Braine-l'Alleud, BE

Full Time On-Site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 418

Required Start Date: 16 October 2025

End Contract Date: 31 December 2025

Required Security Clearance: NATO SECRET

Duties & Role:

Under the direction of the Head of NIMSC Project Management Office (PMO), the incumbent will perform duties such as the following:

• Provide direct first level support to NIMSC Managers (mainly PMs
• Project Managers, SDMs – Service Delivery Managers and RMs
• Resource Managers) in the use of project management methods, toolset, processes and procedures in accordance with NATO and Agency guidelines / directives;
• Provide Business Tools (e.g. ServiceNow, Business Intelligence, APRM – Agency Project and Resource Management, TAS – Time Account System) support to NIMSC Managers and assist with project/service/resource planning, resource allocation and project maintenance to ensure NIMSC Managers meet their commitments, stay within agreed tolerances and contribute to business goals;
• Provide guidance and mentoring to NIMSC Managers on project and resource management processes;
• Assist in continuously reviewing and improving NIMSC PMO related processes; assist in managing and provide monitoring, reporting and maintenance on agreed project/service/resource Key Performance Indicators (KPIs) and inform NIMSC Managers on any recognized anomalies and assist in taking corrective actions;
• Prepare, participate, carry out and record/document the NIMSC Project Board and other project management related activities;
• Assist in preparing and managing the NIMSC Business Execution and Change (BEC) Board and providing support in the process activities;
• Assist NIMSC Managers with project/service/resource reporting and documentation through quality review of Management Artefacts in the remit of PMO;
• Act as focal point for Business Tools issues, including the support in preparing, reviewing and validating relevant Business Tools reports for NIMSC Head PMO, NIMSC Head RPM and NIMSC Chief;
• Assist in timely completion of time booking within NIMSC; collate and analyse data; follow-up any recognized anomalies;
• Assist with project scoping, timelines and financial issues and queries;
• Assist in monitoring resource allocation to projects and services and support Resource Managers in resolving identified issues;
• Provide support in management and maintenance of NIMSC business portfolio;
• Prepare and collect all necessary information for the regular reporting to internal and external stakeholders;
• Assist the management and preparation of business planning, financial forecasting, risk/issue management and activities specific to project phases and/or NCI Agency planning and reporting cycle;
• Liaising with NIMSC Managers and other functional roles in the Agency to ensure correct execution of Agency's exception, closure and other project / service processes;
• Deputize for higher grades staff, if required;
• Performs other duties as may be required.

Requirements

Skill, Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance
• Higher vocational training in a relevant discipline with 3 years post-related experience, or a secondary educational qualification with 5 years post-related experience;
• Previous experience in project, portfolio and programme management (P3M) area;
• Expert knowledge in MS Excel incl. Pivot, connections to external data sources and Macros;
• Strong expertise in MS PowerPoint;
• Advanced knowledge of SharePoint;
• Sound knowledge and experience in the use of other Microsoft office products (e.g. Word, Access, OneNote, etc.)
• Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing;
• Experience in roles requiring ability to translate technical updates into storytelling fit for the PMO activities;

Desirable Experience And Education:

• A recognised formal Project Management qualification, such as PRINCE2 or PMP and / or ITIL Intermediate Level Certification;
• A recognised SharePoint training;
• Prior experience of working in an international environment comprising both military and civilian elements;
• Knowledge of NATO responsibilities and organization, including ACO and ACT.