[3687A] Account Management Assistant (Exercises and Operations)

Duration: Long-term
Start date: July 2024
Location: Brussels, Belgium
Clearance: NATO Secret or equivalent

• NATO SECRET Security Clearance
• Higher vocational training in a relevant discipline leading to a professional qualification with 3 years post-related experience. Or a secondary educational qualification with 5 years post-related experience.
• Proficiency in using MS Office suite of software; Strong knowledge in Excel and Word; Knowledge of SharePoint or equivalent would be useful;
• Demonstrable ability to effectively communicate orally and in writing; English is the working language of the Agency;
• Experience in preparing reports to staff and management; • Effective organizational skills and ability to handle a large volume of work in an efficient and timely manner;
• Ability to take initiative, and a flexible approach to responding reliably and competently to changing requirements;
• Highly developed sense of responsibility and accountability, with an ability to work with minimum supervision;
• Demonstrable knowledge and understanding of Customer Management and funding principles.

Duties and Role

• Support the Account Section Head in managing the portfolio of projects assigned to the Chief Operating Office:
• Assist the Account Section Head in addressing requests from sponsors, ensuring proper internal assignment and timely response;
• Assist the Account Section Head during the start-up and initiation stages of projects, coordinating the necessary parties for the preparation of formal NCI Agency offers;
• Support project fund request assurance reviews, contributing to ensure consistency with milestone information and financial information;
• Contribute to the formal NCI Agency offers to ensure they meet with Agency's quality standards and are in line with the expectations of sponsors, including quality acceptance criteria, scope and timelines of the formal NCI Agency offers;
• Assist in communication to sponsors to provide progress on request processing, all through project lifecycle;
• Contribute to the management of project closure, ensuring deliverables are properly submitted to sponsors, followed by a formal acceptance, and adequate feedback on the Agency performance is obtained from the sponsor;
• Contribute to monitoring of the portfolio with regard to its financial status (Planned versus Contracted and actual incomes), operational status (delivery of projects and milestones), and forecast (future cooperation);
• Support the Account Section Head in providing reporting material on the status of the portfolio, including for development of the Programme of Work, Monthly reports and Annual report.
• Support the Account Section Head in contributing to:
• Development of the Demand Assessment, based on understanding of the Customer Requirements and the Agency offer, based on the Agency Catalogue;
• Improvement of all relevant portfolio management processes, also liaising with other relevant stakeholders as necessary. Including development and implementation of Standard Operating
• Procedures (SOPs), Metrics and KPIs;
• Planning and prioritization of the activities in the Account.
• Deputize for higher grade staff, if required;
• Performs other duties as may be required.

Tom Gardiner
+44 203 154 5030