C004339 Project Proposal and Governance Assistant (NS) - THU 14 Aug

Deadline Date: Thursday 14 August 2025

Requirement: Project Proposal and Governance 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: 22 September 2025

End Contract Date: 31 December 2025

Required Security Clearance: NATO SECRET

Duties and Role:  

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

1. Project Proposal Development:

• Actively contribute to the creation, review, and finalization of project proposals.
• Ensure proposals are comprehensive, well-structured, and align with organizational priorities.
• Collaborate with subject matter experts to gather relevant input and data.

2. Assets Under Construction (AUC) Coordination:

• Coordinate and monitor the AUC process to ensure timely delivery and proper documentation.
• Provide regular updates and reports on the status of AUC activities.
• Ensure compliance with organizational policies and governance frameworks.

3. Project Governance Support:

• Assist in the preparation and facilitation of governance meetings, including drafting agendas, presentations, and minutes.
• Support the implementation of governance policies, standards, and practices.
• Monitor and report on governance-related metrics and performance indicators.
• Prepare the necessary reporting binder for the NIMSC Chief review in matter of Portfolio and Projects status.

4. Communication and Reporting:

• Translate technical updates into compelling and understandable narratives for stakeholders.
• Communicate effectively with both internal teams and external partners.
• Provide clear and concise documentation of processes, decisions, and recommendations.
• 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;
• Deputize for higher grades staff, if required;
• Performs other duties as may be required.

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;
• Extensive experience in Customer Management area, together with excellent knowledge in creating, preparing, responding to Customer offers/orders;
• Experience or knowledge of 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;
• Ability to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment;
• Excellent skills and the ability to translate technical updates into storytelling fit for the PMO activities;
• Excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff.

Desirable Experience and Education:

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