Project and Service Management Assistant

Project and Service Management Assistant — Request C005521

Provides day-to-day administrative, coordination and financial support to project managers and service teams, helping keep projects on schedule, records accurate and stakeholders informed.

Main duties

• Coordinate project meetings, schedules and stakeholder communications; prepare minutes for project meetings and programme boards.
• Maintain project documentation, presentations, version control and archives.
• Track milestones, timelines, budgets and progress; prepare status reports and support risk assessments.
• Maintain data quality in business management tools.
• Support Purchase Requests, Purchase Orders and Operational Level Agreements, alongside invoice and financial reporting activities.
• Handle routine service queries and minor issues, escalating complex matters.
• Help team members use management tools and follow established processes.

Experience and requirements

• At least 3 years of progressively responsible project administrative support experience.
• Experience with document management and analysis tools such as SharePoint and Excel, plus project management and/or ERP systems.
• Experience using Business Intelligence tools for accounting, financial and time-accounting reports.
• Knowledge of project budgeting, financial performance tracking and reporting.
• Strong organization, prioritization, multitasking, analytical skills and attention to detail.
• Effective stakeholder communication, teamwork and meeting/event coordination skills.
• Strong spoken and written English; additional languages are an advantage.
• Knowledge of NATO’s responsibilities and organization.
• Valid NATO SECRET security clearance or higher.

Assignment conditions