SKILL, KNOWLEDGE & EXPERIENCE

• The candidate must have a currently active NATO SECRET security clearance.
• Higher vocational training in a relevant discipline with 3 years post-related experience. Or a secondary educational qualification with 5 years post-related experience.
• Extensive work experience in administrative and coordination functions, preferably in the areas of project/service management, and financial management.
• In-depth experience in Project, Program and Portfolio Support, with at least 3 years’ experience in Project Support functions.
• Proficiency with an enterprise project management tool, such as ServiceNow, MS Project, etc.
• Proficiency with advanced Excel functions, PowerBI.
• Experience in resource capabilities management.
• Proficiency in data collection and analysis.
• Experience in resource allocation/levelling.

Training/Certifications:

• Formal Certification in Prince2 at the Foundation Level or similar.
• Formal Certification in ITIL (Information Technology Infrastructure Library) at the Foundation Level or similar.

Portfolio, program and project support

• Provides administrative services to project boards, project assurance teams and quality review meetings.
• Uses recommended portfolio, program and project control solutions for planning, scheduling and tracking.
• Sets up project files, compiles and distributes reports.
• Provides guidance on project management software, procedures, processes, tools and techniques.

Resourcing

• Supports managers and teams in resourcing and recruitment activities.
• Uses recommended tools for planning, scheduling and tracking resourcing activity.
• Provides guidance on resource management and recruitment software, procedures, processes, tools and techniques.

Business administration

• Provides administrative support function to teams and meetings.
• Takes an active part in team meetings.
• Sets up files, software systems, on boarding new starters, compiles and distributes reports.
• Provides guidance on administration software, procedures, processes, tools and techniques.

Budget Management

• Explains the functions and features of budgeting tools.
• Implements the organization’s budget cycle and process.
• Participates in developing and monitoring a budget for a specific work group or department.
• Assists in the collection and preparation of required budget information.
• Detects and interprets budget variances and overruns.

Internal Controls

• Studies and evaluates the audit trails of various operational processes.
• Participates in the testing, review and analysis of existing internal controls.
• Applies new technology-based solutions to specific internal control processes.
• Completes, files and maintains forms used for internal control documentation.
• Makes recommendations for the enhancement of certain internal controls.

Additional duties for this post:

• Monitors project timelines, deliverables, and milestones;
• Assists in the collection, validation, and analysis of project data across the portfolio, supports the development of portfolio dashboards, status reports, executive summaries;
• Tracks budgets, expenses, and resource usage; help monitor portfolio performance against key metrics as RoI, resource utilization, and risk exposure;
• Monitors risks and issues, dependencies, escalating when required; Identify trends, patterns and risks and escalate as needed;
• Supports portfolio prioritization, capacity planning, and resource allocation exercises;
• Supports and organizes project kick-off, review meetings, and related conferences.