Requirement: SMA O2 Administrative Coordinator
Location: Mons, BELGIUM
Full Time On-Site: Yes
Time On-Site: 100%
Not to Exceed Rate: 75 EUR
Total Scope of the request (hours): 500
Required Start Date: 24 September 2026
End Contract Date: 31 December 2026
Required Security Clearance: NATO SECRET
Please do NOT apply for any NATO contract positions unless you meet ALL the following criteria:
- Current National or NATO SECRET clearance
- Nationality of one of the NATO member countries
- Current work visa for the specific location if applying for an in-country position
Duties & Role:
Business and Office Administration
- Provide administrative support to SMA O2, SMC leadership, Section/Branch Chiefs and stakeholders.
- Manage calendars, meetings, correspondence, records, workflows and documentation.
- Prepare agendas, meeting packs, minutes and action logs.
- Draft emails, reports, presentations and formal documents.
- Maintain filing systems, databases, spreadsheets, SharePoint content, SOPs, office procedures and process workflows.
- Handle sensitive information with discretion and support effective communication across teams.
- Coordinate the SMA O2 reporting portfolio and reporting battle rhythm.
- Collect, consolidate and quality-check data for reports, dashboards, briefings and presentations.
- Support Service Lifecycle Management Board activities by preparing agendas, minutes, action logs, decision records and supporting documentation.
- Track and follow up actions to ensure timely completion.
- Support planning, scheduling, tracking and reporting for portfolios, programmes and projects.
- Maintain project plans and records using tools such as MS Project and ServiceNow.
- Prepare project presentations, status updates, lessons learned and supporting materials.
- Support project proposals, Statements of Work, change management, risk and issue tracking, deliverables, dependencies, expenses, budget logs, project portals and document libraries.
- Maintain information registers, SharePoint sites, document libraries, metadata, records and controlled documentation.
- Support users in organizing, saving and retrieving information in line with guidance and security protocols.
- Perform data-quality checks, update metadata, correct file names and ensure documentation accuracy.
- Escalate information-handling concerns and maintain SOPs and workflows.
- Support resource planning, coordination, allocation, onboarding and monitoring.
- Liaise with Resource Managers on availability and allocation, maintain resource records, monitor utilization, performance and deadlines, and support timesheet or resource approval processes where required.
- Provide information on services, procedures and activities to internal and external stakeholders.
- Manage communications via email, phone and collaboration platforms.
- Respond to inquiries professionally and build effective working relationships across teams, departments, customers, vendors and partners.
- Coordinate events, workshops, conferences and meetings, including venues, equipment, attendee lists, materials and follow-up actions.
- Manage group appointments, tasks, calendars and meeting schedules in line with procedures.
- Coordinate SMA O2-related tasks and actions, support additional tasks assigned by the Section/Branch Chief or SMC Chief.
- Deputise for higher-grade staff if required, and perform other duties as needed.
Skills, 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 secondary educational qualification with 5 years' post-related experience.
- Experience providing administrative support to managers, leadership teams, or business/functional areas.
- Experience managing calendars, meetings, minutes, action logs, correspondence, records, and formal documentation.
- Experience drafting accurate and concise reports, presentations, minutes, emails, and other documents.
- Good knowledge of Service Level Management, reporting, KPIs, and management information processes.
- Experience managing reporting timelines, consolidating data, and supporting report quality assurance.
- Experience supporting portfolio, programme, or project activities, including planning, scheduling, tracking, reporting, and documentation.
- Experience using or supporting project management tools such as MS Project, ServiceNow, or similar tools.
- Experience maintaining SharePoint sites, document libraries, registers, metadata, records, and controlled documentation.
- Experience supporting resource planning, allocation, onboarding, monitoring, and coordination.
- Experience tracking project expenses, budget logs, deliverables, risks, issues, and actions.
- Strong Microsoft Office skills, including Word, Excel, PowerPoint, Outlook, and Teams.
- Proven ability to work independently, apply sound judgement, and handle sensitive or confidential information.
- Strong planning, analytical, organizational, problem-solving, and interpersonal skills.
- Excellent written and spoken English.
- Proven ability to build relationships with staff at various levels and across departments.
- ITIL 4 Foundation certification.
