Would you like to join the leading international intergovernmental organization?
Join NATO's digital transformation journey. We are seeking a Project Management Support Specialist to provide critical coordination and administrative support for the ambitious cloud migration program. In this role, you will help ensure that projects leveraging Microsoft Azure, M365, and Amazon AWS are delivered on time, within scope, and to the highest quality standards.
You will be at the heart of modernizing NATO's IT services, supporting project managers in tracking progress, managing stakeholder communications, and identifying risks. Your organizational skills and proactive approach will directly contribute to the secure, reliable, and security-centric delivery of next-generation NATO workplace services. This is your opportunity to support a mission-critical transformation that enables collaboration across the Alliance.
Responsibilities:
Resource Planning and Scheduling
* Assist the senior project managers in resource planning activities, ensuring that the required personnel and resources are available for project tasks.
* Maintain and update project resources and project schedule using project management tools (e.g., ServiceNow).
* Coordinate the allocation of resources with resource managers.
* Monitor project milestones and ensure tasks are completed on time.
Data and Knowledge Management
* Maintain project data repositories, ensuring that all project-related documents, reports, and communications are organized, up-to-date, and accessible to the project team.
* Assist in the creation of knowledge management materials to support project deliverables.
* Ensure that documentation and reports are stored in accordance with the organization’s guidelines and best practices for data governance.
Issue and Risk Tracking
* Support the senior project manager by keeping track of project issue and risk registers.
* Ensure that all project-related records are accurate, complete, and aligned with organizational standards.
Meeting Organization and Documentation
* Organize and coordinate project meetings, including setting up virtual or physical meetings, sending out invitations, and preparing meeting agendas.
* Take detailed and accurate notes during meetings, capturing key points, decisions, and action items.
* Distribute meeting minutes to stakeholders and ensure that follow-ups on action items are timely.
Procurement Support
* Assist senior project managers with project procurement activities, including initiating procurement requests, follow-up on procurement activities, creating receipts.
* Keep track of procurement-related communications and documentations
Collaboration and Communication:
* Collaborate with Cloud Operations Centre, Project Managers, Technical Leads, and other relevant teams to ensure cohesive project management activities.
* Communicate effectively with stakeholders to understand project management requirements and address concerns.
Essential Qualifications & Experience:
* Experience: Minimum of 3 years of experience in a project management administration or support role.
* Project Management Foundation: Solid understanding of project management principles, methodologies, and full project life cycles. Proven ability to assist in project planning, execution, and completion.
* Tool Proficiency: At least 2 years of hands-on experience with professional project management software (e.g., ServiceNow, Microsoft Project, Jira) for tracking resources, schedules, and milestones.
* Technical Skills: Advanced proficiency (3+ years) with Microsoft Office suite (Word, Excel, PowerPoint).
* Communication: Excellent verbal and written English communication skills for effective collaboration, preparing clear agendas and minutes, and ensuring timely stakeholder follow-ups.
Desirable Qualifications:
* Technical Familiarity: Knowledge of or familiarity with cloud platforms and services, specifically Microsoft Azure, Amazon AWS, and Microsoft 365.
* Language: Proficiency in the French language.
If you've read the description and feel this role is a great match, we'd love to hear from you! Click "Apply for this job" to be directed to a brief questionnaire. It should only take a few moments to complete, and we'll be in touch promptly if your experience aligns with our needs.