EMW

Principal Assistant, Project Support – Outsourcing

EMW

contract

Posted on:

Location Type: Hybrid

Location: Brussels • 🇧🇪 Belgium

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Job Level

Lead

About the role

  • **Duties & Role:**
  • __Information management__
  • - Recommends remediation actions as required.
  • - Identifies risks around the use of information.
  • - Reports on the consolidated status of information controls to inform effective decision-making.
  • - Monitors the implementation of effective controls for internal delegation, audit and control relating to information and records management.
  • - Supports the implementation of information and records management policies and standard practice.
  • __Portfolio, programme and project support__
  • - Supports programme or project control boards, project assurance teams and quality review meetings.
  • - Takes responsibility for the provision of support services to projects.
  • - Uses and recommends project control solutions for planning, scheduling and tracking projects.
  • - Sets up and provides detailed guidance on project management software, procedures, processes, tools and techniques.
  • - Provides basic guidance on individual project proposals.
  • - May provide a cross programme view on risk, change, quality, finance or configuration management.
  • __Stakeholder relationship management__
  • - Deals with problems and issues, managing resolutions, corrective actions, lessons learned, and the collection and dissemination of relevant information.
  • - Implements stakeholder engagement/communications plan.
  • - Collects and uses feedback from customers and stakeholders to help measure the effectiveness of stakeholder management.
  • - Helps develop and enhance customer and stakeholder relationships.
  • __Business administration__
  • - Assists the team/manager in ensuring they have the information needed to support ongoing team processes.
  • - Assists in planning for meetings.
  • - Sets up and provides detailed guidance on software, procedures, processes, tools and techniques for administration and workplace productivity.
  • - Liaises and organises across functions.
  • - Updates and maintains office policies and procedures.
  • - Preparing and internally coordinating price proposals and / or Type B Cost Estimates (TBCE), including Statements of Work (SOW), for release to agency customers. This will be done through coordination with the relevant Subject Matter Experts (SMEs);
  • - Contributing as needed in project delivery: review project documents, site implementation, change management, risk & issue management etc.
  • - Preparing and maintaining project plans (including service now activities)
  • - Assisting in resource allocations
  • - Work with project managers on business intake management (start-ups, portfolio management, business planning)
  • - Work with project managers on regular reports based on agency standard tools and service line specific tools
  • - Act as project manager for small projects which includes all activities related to the PM function from project start-up to project closure
  • - Create, maintain and administer project plans, as needed, on behalf of Project Managers;
  • - Coordinate with Resource Managers in respect to availability of resources to undertake activities on projects;
  • - Coordinate with Contracting Officers for any external contracts, including Invitations for Bid (IFBs) and Requests for Quotation (RFQs);
  • - Monitoring project performance, and approving time from resources;
  • - Confirming customer acceptance and closing of the projects, including Joint Final Acceptance and Inspection (JFAI) for NSIP;
  • - Maintain project portals and document libraries;
  • - Report on project status;
  • __Change Implementation__
  • - Supports project managers in implementing changes to scope, resources, or timelines as needed.
  • - Ensures change management procedures are documented and executed in line with organizational policies.
  • __Resource Management__
  • - Assists in the effective planning and control of project resources.
  • - Ensures proper resource allocation and monitoring to meet project deadlines.
  • - Deputize for higher grade staff, if required;
  • - Performs other duties as may be required.
  • **Specific Working Conditions:** Working location can be Brussels or The Hague. IWC will have to travel for work related reasons between Brussels, BLA, Mons or TH.

Requirements

  • **Skill, Knowledge & Experience:**
  • - The candidate must have a currently active NATO SECRET security clearance
  • - Higher vocational Training in a relevant discipline with 5 years post related experience. Or, a secondary educational qualification with 3 years post related experience.
  • - Sound knowledge and experience in the use of Microsoft office automation package
  • - Thorough knowledge of computer-based tools for project planning/control and resource management (like MS Project or Service Now);
  • - Excellent command of spoken and written English, with a proven ability to communicate effectively orally and in writing;
  • - Experience in roles requiring to take initiative and a flexible approach allowing the incumbent to respond reliably and competently to changing requirements in a demanding environment;
  • - Experience in roles requiring excellent inter-personal skills and the ability to be responsive and sensitive to both external and internal customers and staff

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
information managementproject managementresource managementrisk managementchange managementstakeholder managementbusiness administrationproject planningproject controlcost estimation
Soft skills
communicationinterpersonal skillsinitiativeflexibilityproblem-solvingcustomer relationship managementteam collaborationorganizational skillsresponsivenesssensitivity
Certifications
NATO SECRET security clearancehigher vocational trainingsecondary educational qualification