Location: Braine-l’Alleud, BE (Time on-site: 40%; requires frequent travel to NATO sites, roughly 4 times a month to other Belgian locations)

Duties & Roles:

• Planning & Schedule Control: Maintain the master project plan and detailed work schedules in the agreed planning tool, updating weekly progress and flagging critical path slippages. Prepare look-ahead schedules, Gantt charts, and milestone trackers for project board meetings, and support re-planning exercises.
• Registers & Project Controls: Own and maintain the RAID log (Risks, Actions, Issues, Dependencies), Risk Register, Issue Register, Lessons Log, Quality Register, and Decision Log. Track change requests through the change control process against agreed baselines.
• Document & Configuration Management: Establish and enforce project filing structures, version control, naming conventions, and access permissions across shared workspaces. Manage document distribution, sign-offs, archiving, and act as configuration librarian.
• Financial & Resource Tracking: Track project expenditures against approved budgets, recording commitments and forecasts while flagging variances. Process purchase orders, timesheets, and invoices, and maintain the resource allocation schedule.
• Site Access & Logistics Coordination: Coordinate site access for audit teams, refresh contractors, and surveyors with local security points of contact. Maintain site visit schedules, access permits, security clearances, and the site access tracker. Efficiently sequence site visits geographically to prevent access conflicts, and collect all access documentation and evidence.
• Reporting, Governance & Team Support: Draft highlight reports, checkpoint reports, and executive dashboard packs. Organize meetings, take minutes, track action items, maintain forward governance calendars, and serve as the primary contact for team administrative queries.

Skill, Knowledge & Experience:

• Technical Tools: Strong proficiency in project scheduling tools, ideally Microsoft Project and ServiceNow. Advanced Microsoft Excel skills (pivot tables, lookups, conditional formatting, cost/resource modeling). Confident use of Microsoft 365 (SharePoint, Teams, Word, PowerPoint) and familiarity with PMIS or portfolio tools.
• Reporting & Analysis: Ability to build dashboards and visual reports translating raw data into RAG statuses, trend charts, and exception summaries for executive audiences.
• Administrative & Organizational Competencies: Exceptional attention to detail, strong multi-tasking skills, and professional written communication for drafting minutes and status reports. Proactive problem solver with diplomatic persistence in chasing actions.
• Interpersonal Attributes: Ability to work across all seniority levels, maintain composure under pressure, handle sensitive information with discretion, and constructively enforce procedural standards.
• Clearance: A valid NATO Secret security clearance is mandatory.