Assistant Administrator

at  Spektrum

Spektrum have a wide range of exciting opportunities in several global locations.
We are always looking to add great new talent to our team and look forward to hearing from you.
Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

WHO WE ARE SUPPORTING

The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO’s member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.

The NCIA provides a wide range of services, including:

• Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO’s communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATO’s military commanders to plan and execute operations.
• Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
• Electronic Warfare: The NCIA provides electronic warfare services to support NATO’s mission to detect, deny, and defeat threats to its communication networks.
• Information Management: The NCIA manages NATO’s information technology infrastructure, including its databases, applications, and servers.

Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO’s communication and information technology capabilities.

ESSENTIAL SKILLS AND EXPERIENCE

• At least 5 years of relevant experience;
• Some experience in resource planning and personnel management is preferred;
• Awareness of Project Management Framework / Methodologies such as PRINCE II, PMP is preferred;
• Analytic skills is preferred;
• Some understanding of cost accounting;
• Experience in the use of Microsoft Excel, Word, PowerPoint and Sharepoint.
• Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing;
• Prior experience of working in an international environment comprising both military and civilian elements;
• Experience of working in a customer funding environment;
• Experience in documenting/improving business processes;
• Experience in liaising with internal and external staff and ability to build relationships across the business

DESIRABLE SKILLS AND EXPERIENCE

• Knowledge of the NCI Agency;

• Planning and Budgeting
• Assist in the preparation and updating of the Business Execution Plan to support O&M Operating Costs in alignment with the NCI Agency Business Plan and Financial Plan, prepare the Quarterly Annual Financial Report (QAFR), and provide inputs for Customer Rates and Service Rates. Additionally, assist in preparing and maintaining the NISC procurement plan in coordination with relevant Service Owners.
• Performance and Execution Monitoring
• Assist in the NISC financial execution and in-year reviews by continuously or monthly monitoring financial targets set in the Business Execution Plan, identifying urgent actions to rectify deviations, and covering all sources and types of funds. Provide analysis and management reports on revenues, costs, variances, productivity, and cost control, and monitor expenditures against all funding sources, proactively resolving discrepancies with managers. Monitor Purchase Orders for externally sourced workforce and maintain a corresponding dashboard for work execution and time bookings. Guide and monitor BA staff in identifying service costs and managing their projects in ServiceNow.
• Internal Control
• Review and validate project Price Proposals for OE services from a financial perspective, manage and control EBA Fund tasks such as admin travel, and align resource allocations with NISC business plans through approved prioritization processes. Ensure NISC resources are sufficiently planned, maintain discipline in booking effort against actual workload, and secure timely processing of non-billable time cards and complete timesheets for NISC resources.
• Stakeholder Engagement and Advice
• Support resource allocation to enable the Head OE to make informed decisions, engage with key stakeholders to establish communities of shared business interest, and communicate with the OE. Coordinate with the OE’s IKM officers on developing and improving the Staff Management Information portal, including disseminating staff management support information, communication, and publications as required