[5949] Support Officer

Start date: 01- June
Clearance: NATO Secret or equivalent
Location: Braine L'Alleud, Belgium

Requirements

Skill, Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance
• A minimum requirement of a Bachelor's degree at a nationally recognized/certified University in a related discipline and 2-years post-related experience. Or, exceptionally, the lack of a university degree may be compensated by the demonstration of a candidate's particular abilities or experience that is/are of interest to NCIA, that is, at least 6-years extensive and progressive expertise in duties related to the function of the post.

• Minimum two years of relevant experience, preferably in the delivery and implementation of management support mechanisms or other professional-level activities.
• Proven ability to multi-task, manage time, deliver on responsibilities and work effectively under pressure while producing high-quality products, at times, under short deadlines.
• Experience in presenting complicated issues in a clear, concise and persuasive manner.
• Excellent writing and verbal skills, with proven experience in drafting and editing policies and/or reports/briefs.

Education, Experience and Training Desirable)

• Business Process design and implementation.
• Proven experience in resource planning and personnel management;
• Proven experience in budgetary planning and management;
• Demonstrated proficiency with the complete Microsoft Office suite
• Proven experience in organization, coordination and communication;
• Training/Certifications: Management of Risk; PRINCE 2 Foundation


Duties & Role:

Strategic planning

• Contributes to the development of policies, processes, standards and guidelines for strategy development and planning.
• Develops and communicates plans to drive forward the strategy and related change planning.
• Provides support and guidance to help stakeholders adhere to the approach.
• Ensures that all stakeholders are aware of the strategic management approach and timetables.
• Collates information and creates reports and insights to support strategy management processes.

Specialist advice
• Provides detailed and specific advice regarding the application of their specialism to the organisation's planning and operations.
• Actively maintains knowledge in one or more identifiable specialisms.
• Recognises and identifies the boundaries of their own specialist knowledge.
• Where appropriate, collaborates with other specialists to ensure advice given is appropriate to the organisation's needs.

Stakeholder relationship management
• Deals with problems and issues, managing resolutions, corrective actions, lessons learned, and the collection and dissemination of relevant information.
• Implements stakeholder engagement/communications plan.
• Collects and uses feedback from customers and stakeholders to help measure the effectiveness of stakeholder management.
• Helps develop and enhance customer and stakeholder relationships.

Business administration
• Leads and coordinates strategic initiatives working across departmental or functional boundaries.
• Designs the timetable of executive-level meetings and forums.
• Sets agenda, format and desired outcomes for meetings.
• Provides direction and receives progress updates from members of an executive team.
• Meets collectively or individually with members of a leadership management team to follow up on action points, issues and risks.
• Reports on progress and resolves issues.
• Manages highly sensitive and confidential issues and information.

Office Administration
• Organizes and coordinates large meetings and conferences.
• Contributes to office administration improvements and best practices.
• Consults on a full spectrum of enterprise office administration activities.
• Designs office administration functions and workflow.
• Monitors industry and marketplace trends and directions for office administration.
• Monitors effectiveness of support staff; recommends improvements.
• Establish and maintain communication channels with stakeholders.

Additional duties for this post:

• Monitor the Key Performance Indicators of Projects and Services Execution, and prepare reports and analysis to the BUO;
• Support the BU Project Managers to monitor and control project progress to ensure resources are consumed in accordance with the approved budget and within the approved timelines;
• Support reporting and communications with the BU and Business Area management, in order to ensure projects are monitored and controlled across all management levels;
• Responsible for consolidating ServiceNow and EBA statistical reports and the tracking of submissions to align to expectations;
• Resource planning alignment with the NIMSC RPMO on behalf of the BU;
• Monitor the SA fund execution and prepare reports and statistical analysis for presentation to the Business Unit Owner (BUO) and other relevant stakeholders;
• Act as the interface between the BU and NIMSC Front Office;
• Monitor the SA fund execution and prepare reports and statistical analysis for presentation to the Business Unit Owner (BUO) and other relevant stakeholders;
• Coordinate with NIMSC Staff Management Office to ensure swift and efficient workforce recruitment and contracting activity;
• Support the production of Weekly, Monthly and Quarterly NIMSC Project and Service situation reports.