Deadline Date: Wednesday 10 September 2025Requirement: Portfolio Management AssistantLocation: Braine-l'Alleud, BEFull Time On-Site: YesTime On-Site: 100%Total Scope of the request (hours): 418Required Start Date: 16 October 2025End Contract Date: 31 December 2025Required Security Clearance: NATO SECRETDuties & 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.
RequirementsSkill, 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.
