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Administrative & Reporting Coordinator at Spektrum (Mons, Belgium)

Spektrum· Mons, Belgium·

Job description

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 Background

  • SMA O2 Coordinator to provide administrative, reporting, and coordination support to SMA O2 and SMC leadership at NATO in Mons, Belgium, covering governance reporting, portfolio/project support, information management, and resource coordination.

Role Duties and Responsibilities

  • Provide administrative support to SMA O2, SMC leadership, and Section/Branch Chiefs — managing calendars, meetings, correspondence, records, and documentation
  • Prepare agendas, meeting packs, minutes, and action logs; draft reports, presentations, and formal documents
  • Coordinate the SMA O2 reporting portfolio and battle rhythm; consolidate and quality-check data for reports, dashboards, and briefings
  • Support Service Lifecycle Management Board activities, including agendas, minutes, and decision records
  • Support portfolio, programme, and project planning, scheduling, tracking, and reporting using MS Project and ServiceNow
  • Maintain SharePoint sites, information registers, metadata, and controlled documentation
  • Support resource planning, allocation, onboarding, and monitoring; liaise with Resource Managers on availability and utilization
  • Manage stakeholder communications across email, phone, and collaboration platforms
  • Coordinate events, workshops, conferences, and group calendars
  • Perform other duties as assigned, including deputising for higher-grade staff when required

Essential Skills, Experience and Certifications

  • Higher vocational training with 3 years' relevant experience, or secondary education with 5 years' relevant experience
  • ITIL 4 Foundation certification
  • Experience providing administrative support to managers or leadership teams
  • Experience managing calendars, meetings, minutes, and formal documentation
  • Experience with reporting, KPIs, and management information processes
  • Experience supporting portfolio/programme/project activities
  • Experience with MS Project, ServiceNow, or similar tools
  • Experience maintaining SharePoint and controlled documentation
  • Strong MS Office skills (Word, Excel, PowerPoint, Outlook, Teams)
  • Excellent written and spoken English
  • NATO Secret security clearance

Desirable:

  • SharePoint administration
  • Power BI dashboard development
  • Advanced Excel skills
  • Financial/expense tracking experience

Working Location

  • Mons, Belgium

Working Policy

  • On – site

Travel

  • Some travel to other NATO sites may be required

Security Clearance

  • Valid National or NATO Secret personal security clearance

Why work at Spektrum

  • Culture Highlights: Values include transparency, effective communication, enthusiasm and fun, and setting ambitious yet realistic goals. Employees celebrate successes together and maintain a friendly, relaxed environment.
  • Work Policy: Hybrid workspace is available, with some roles offering a combination of remote and on-site work, while others (e.g., in The Hague, Brussels, Norfolk) are labeled “In-Office” on Built In. Policy likely depends on role and location.
  • Notable Perks / Engineering Culture: Not explicitly described, but career growth is supported by a wide range of senior and junior roles. The company places “great emphasis on supporting and collaborating with our team and clients.” Spektrum Labs’ focus on AI, cryptography, and automation indicates a forward-leaning engineering culture in the cybersecurity arm.

Application questions