Principal Assistant (Project Support)
Location: Brussels
Model: On site/Hybrid
Salary: Contract 500 Euros per day
Duties:
* Recommends remediation actions as required.
* dentifies 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.
* 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.
* 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.
* 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;
* 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.
* 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.
Requirements:
* 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