Principal Assistant for NATO with security clearance

Would you like to join the leading international intergovernmental organization?

The Principal Assistant will provide comprehensive portfolio/project support, assist with High Security Managed Objectives (HSMO) tasks, manage resources efficiently, deliver administrative support, coordinate customer-facing communications, and contribute to project delivery efforts.

Responsibilities Portfolio, programme and project support

• Makes sure that support services are delivered effectively across portfolios and projects.
• Applies and recommends appropriate control solutions for planning, scheduling and tracking project activities.
• Configures and maintains project management tools, and provides clear guidance on related procedures, processes and techniques.
• Offers basic advice and clarification on the development of individual project proposals.

HSMO Tasks

• Assists to maintain information registers and makes sure data is kept up to date.
• Supports users in locating, saving and organizing information in line with established guidance.
• Escalates any concerns or issues with information handling to senior team members.
• Assists with straightforward data-quality activities, such as correcting file names or updating metadata.

Resource Management

• Assists in the effective planning, coordination and control of project resources.
• Helps to ensure that resources are allocated and monitored appropriately so that project deadlines are met.

Business administration

• Assists the team or manager in gathering and providing the information needed to support ongoing team processes.
• Helps to plan and prepare for meetings.
• Sets up and offers clear guidance on software, procedures, processes, tools and techniques for administration and workplace productivity.
• Liaises and coordinates activities across functions.
• Updates and maintains office policies and procedures.

Additional duties for this post Customer-facing duties

• Providing information about the organisation's services, facilities, or procedures.

Administrative and coordination duties

• Scheduling and confirming appointments, meetings, or reservations.
• Organising, updating, and maintaining files, records, and basic databases or spreadsheets.
• Preparing and internally coordinating Statements of Work (SOW), for release to agency customers.
• Contributing as needed in project delivery: review project documents, site implementation, change management, risk & issue management etc.
• Preparing and maintaining project plans (including service now activities)
• Assisting in resource allocations
• Create, maintain and administer project plans, as needed, on behalf of Project Managers;
• Coordinate with Resource Managers in respect to availability of resources to undertake activities on projects;
• Monitoring project performance, and approving time from resources;
• Maintain project portals and document libraries;
• Report on project status;
• Performs other duties as may be required.

Essential Qualifications & Experience

• Portfolio/Project Support (5-7 years): Configuring MS
• Project/ServiceNow, planning/tracking activities, budget management, expense tracking, financial reporting, project presentations
• HSMO/Information Management (5+ years): SharePoint administration, data quality/metadata management, records handling, documentation/procedure writing
• Resource Management (4+ years): Resource planning/coordination, onboarding personnel, staffing coordination
• Business Administration (5+ years): Meeting coordination, crossfunctional liaison, policy/procedure development, basic user training
• Customer-Facing Communication (8+ years): Service communication, appointment scheduling, multi-channel customer interaction, stakeholder relations
• Project Delivery Support (4-5 years): SOW preparation, project planning, performance monitoring, risk/change management, lessons learned
• Microsoft Office Automation (5+ years): Advanced Excel (budget/data analysis), Word, PowerPoint, Outlook, Teams proficiency
• English Communication (10+ years): Excellent spoken/written English, professional correspondence, presentations
• Key Soft Skills (8+ years each): Initiative & Flexibility: Problem-solving, adaptability in fast-paced environments
• Interpersonal Skills: Collaboration, customer-service mindset, stakeholder support

Desired Skills

• Social media management
• Personnel onboarding
• Expense tracking/financial admin
• Presentation support
• Procedure documentation
• Training delivery
• MS Project/ServiceNow expertise
• SharePoint governance knowledge

Education

Bachelor's degree in either Economics, Finance, Human Resources, Business Administration, or relevant discipline with 7 years post related experience

If you've read the description and feel this role is a great match, we'd love to hear from you! Click "Apply for this job" to be directed to a brief questionnaire. It should only take a few moments to complete, and we'll be in touch promptly if your experience aligns with our needs.

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