[5988] Project Support Officer

Start date: Negotiable
Clearance: NATO Secret/EU Secret/National Secret
Location: Braine L'Alleud, Belgium (2-3 days on-site)

Requirements:
• Strong proficiency in project scheduling tools — ideally Microsoft Project and ServiceNow
• Advanced Excel skills including pivot tables, lookups, conditional formatting, and the ability to build and maintain cost trackers and resource models
• Confident user of Microsoft 365 (SharePoint, Teams, Word, PowerPoint) for document management, collaboration, and reporting
• Ability to build clear, concise dashboards and visual reports that translate raw data into RAG statuses, trend charts, and exception summaries for senior audiences
• Familiarity with project management information systems (PMIS) or portfolio tools Organisational & Administrative Skills

Duties:
• Planning & Schedule Control
• Maintain the master project plan and detailed work schedules in the agreed planning tool, updating progress weekly from workstream leads and flagging slippage or critical path risks to the Project Manager
• Prepare look-ahead schedules, Gantt charts, and milestone trackers for use in project board meetings and team briefings
• Support re-planning exercises at stage boundaries or when approved changes require a revised baseline. Registers & Project Controls
• Own and maintain the RAID log (Risks, Actions, Issues, Dependencies), chasing owners for updates and escalating overdue items
• Maintain the Risk Register, Issue Register, Lessons Log, Quality Register, and Decision Log, ensuring entries are current, consistently formatted, and reviewed at the appropriate governance forum
• Track change requests through the change control process, recording the details of each approved change against the baseline. Document & Configuration Management
• Establish and maintain the project filing structure, enforcing version control, naming conventions, and access permissions across the shared workspace
• Manage the flow of project documents — distributing pre-reads, collecting sign-offs, archiving approved deliverables, and ensuring the team always works from the latest version
• Act as configuration librarian where required, tracking the status of all formal project products. Financial & Resource Tracking
• Track project expenditure against the approved budget, recording actuals, commitments, and forecasts and flagging variances to the Project Manager
• Process purchase orders, timesheets, and contractor invoices through the agreed workflow, ensuring costs are coded to the correct budget lines
• Maintain the resource allocation schedule and highlight conflicts or gaps requiring management attention. Site Access & Logistics Coordination
• Coordinate site access arrangements for audit teams, refresh contractors, and specialist surveyors, liaising with local security points of contacts to secure the required access
• Maintain the site visit schedule, tracking confirmed dates, access permits, security clearances, and any site-specific induction or health and safety requirements that must be completed before arrival