Space Portfolio Coordinator

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

• Experience in creating and managing dashboards in SharePoint;
• Experience in the management of ORION and RIGEL platforms;
• Proficient in relevant software and tools for project management and reporting
• Strong analytical skills with a focus on problem-solving and decision-making;
• Advanced research and analytical skills;
• Understanding of the NATO Space priorities;
• Knowledge of NATO responsibilities and organization;
• 5+ years of experience in Office Administration, including in-processing and outprocessing, purchase requisitions, reporting, and project coordination;
• Experience working in Space Domain projects and programmes;
• Experience with ‘Alliance Persistent Surveillance from Space’ programme related activities;
• Experience in organizing conferences and events and coordinating with various
• stakeholders;
• Motivated, good communication skills, team player;
• Strong listening, writing, and communication skills in English;
• Strong and persuasive communication and negotiation skills;
• Comfortable performing in a fast-paced, dynamic environment;
• Proactive and demonstrates a high interest in learning and continuous improvement;
• Proven ability to manage multiple projects simultaneously while maintaining attention to detail;
• Strong organizational skills with the ability to prioritize tasks effectively;
• Excellent interpersonal skills, enabling effective communication with stakeholders at senior levels;

DESIRABLE SKILLS AND EXPERIENCE

• Experience or strong interest in Space technologies;
• Willingness to adapt to new technologies and processes to enhance operational efficiency;
• Certification or proven experience working in the Space Domain and Space educational workshops;
• Knowledge of NATO Space projects and programmes;
• Knowing and understanding the key players in the NATO Space enterprise for prompt coordination;

ROLE BACKGROUD

The NATO Communications and Information Agency (NCIA) located in The Hague, Netherlands, is currently involved in the development and support of new and existing capabilities for NATO.
In light of these activities and in response to the NATO Overarching Space Policy as well as the declaration of Space as an Operational Domain, NATO has organised itself to keep pace with the evolving needs of the Alliance.
Within NCIA Chief Technology Officer (CTO), the Space Technology Adoption and Resilience (STAR) team, will enable the exploitation of Space technology for NATO’s defence and deterrence, ensuring NATO’s technological edge for secure, resilient and effective employment of Space technologies for the Alliance.
STAR will develop and execute a technology strategy and associated roadmap for Space (CTO) and coordinate Space business delivery from within the NCIA Business Areas (COO). The STAR Team will provide technical expertise and strategic advice on Space for the benefit of the Alliance, design Space-based future services and foster their resilient integration into Multi-Domain Operations (MDO). In line with strategic guidance and Space policy, the new STAR Team will provide the Alliance with technical expertise and strategic advice on Space, ensuring NCIA continues to provide applicable products, services and operational capability, taking resiliency from inception in line with the new NATO Strategic Concept.

ROLE DUTIES AND RESPONSIBILITIES

• Support STAR Team: Provide STAR Portfolio/Programme/Project status and progress overview to managers across all STAR activities.
• Establish a Document Repository: Create and maintain an organized, up-to-date repository for all portfolio project documents, ensuring proper version control and categorization for easy retrieval.
• Prepare Status Reports: Compile and analyse project data, track key metrics, and deliver timely status reports to stakeholders, summarizing project progress, identifying risks, and highlighting critical updates.
• Coordinate Portfolio Meetings: Schedule and organize portfolio-related meetings, including preparing Calling Notices and Agendas, ensuring availability of pre-meeting materials, recording minutes, distributing notes, and tracking action items for follow-up.
• Facilitate Communication: Act as a liaison between portfolio managers and project teams, ensuring effective communication and timely dissemination of updates while addressing stakeholder queries.
• Manage Portfolio Tools and Systems: Oversee the management and updating of all portfolio management tools and systems (including Rigel, Orion, and SharePoint STAR portals), ensuring they function correctly and maintain accurate tracking of project milestones, timelines, and budgets.
• Support Awareness Initiatives: Collaborate with the STAR team to promote understanding of the importance of Space through targeted communication strategies, educational workshops, and outreach efforts to engage stakeholders.
• Monitor Project Budgets: Track project budgets and expenditures to ensure alignment with financial goals, assisting in the preparation of financial reports and variance analyses.
• Develop Administrative Support Materials: Create and update standard operating procedures checklists for internal and external processes, develop presentations, and prepare read-ahead packages for newcomers in the STAR team, detailing STAR activities and projects as requested by the Project Manager.