Requirement: SMA O2 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): 450
Required Start Date: 21 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.
Reporting and Governance Support
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.
Portfolio, Programme and Project Support
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.
Information and Knowledge Management / HSMO Support
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.
Resource Management Support
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.
Customer and Stakeholder Communication
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.
Conference, Event and Calendar Management
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.
Other Duties
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.
Requirements
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.
