Project Board Coordinator

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.

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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.

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Role ID – C004800

Role Duties and Responsibilities

• Plan, coordinate, and manage Project Board meetings in accordance with established governance guidelines, including the preparation and distribution of agendas and meeting documentation, the timely collection and validation of inputs from Project Managers and stakeholders, and the recording of minutes, decisions, and actions, ensuring proper tracking and follow-up.
• Consolidate project-level data into coherent portfolio-level reporting products, ensuring consistency, accuracy, and completeness of status reporting across all projects, while identifying trends, risks, and performance issues for escalation and producing dashboards and summaries to support senior leadership oversight.
• Prepare structured documentation to support informed decision- making and support the review of change requests related to scope, schedule, and cost across the portfolio.
• Maintain and monitor portfolio-level risk and issue registers, ensuring clear visibility of critical risks, dependencies, and inter- project impacts, while supporting escalation processes and tracking the implementation of mitigation actions.
• Identify inefficiencies and gaps in governance and reporting processes, recommend and implement improvements aligned with PMO best practices, support the adoption and effective use of project management tools and systems, and contribute to the standardization of templates, procedures, and methodologies.

Essential Skills, Experience and Certifications

• Demonstrated experience in advanced Microsoft Excel, including the development and maintenance of VBA solutions to support data processing, automation, and reporting activities.
• Proven experience in analysis and performance measurement, including the definition, monitoring, and reporting of metrics and Key Performance Indicators (KPIs) to support decision-making.
• Practical knowledge and experience in the use of Business Intelligence tools, including the development and utilisation of dashboards and reports using tools such as Power BI.
• Proven experience in supporting portfolio or programmegovernance, including the preparation of executive-level reporting, coordination of decision-making forums, and follow-up of actions and outcomes.
• Experience in working within structured PMO or portfolio management environments, contributing to standardisation of processes, reporting frameworks, and governance practices.
• Demonstrated ability to consolidate inputs from multiple stakeholders and translate complex information into clear, concise, and decision-oriented outputs for senior leadership.
• Experience in financial and resource monitoring, including budget tracking, variance analysis, and support to forecasting activities within a project or portfolio context.
• Familiarity with enterprise project and resource management tools (e.g., ServiceNow, APRM, time booking systems), supporting planning, tracking, and reporting activities.
• Strong organisational and coordination skills, with the ability to manage multiple priorities, ensure adherence to deadlines, and operate effectively in fast-paced and multinational environments.
• Excellent communication skills, with the ability to interact with both technical and non-technical stakeholders and support senior- level governance bodies.

Working Location

• Braine-l’Alleud, Belgium

Working Policy

• Onsite

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance