Job Description

Deadline Date: Thursday 28 May 2026

Requirement: SMB Operations Coordinator

Location: Northwood, UK

Full Time On-Site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 836

Required Start Date: 6 July 2026

End Contract Date: 31 December 2026

Required Security Clearance: NATO SECRET

Duties & Role:

The contractor shall deliver services across SMB coordination (primary focus) and RM support (secondary focus), in accordance with the defined workload allocation:

1. SMB Operations Coordination (Primary – approximately 80%)

• Capture, structure, and maintain SMB tasking in a centralized action tracker, including ownership, priorities, and deadlines
• Monitor progress of activities and follow up on outstanding actions to ensure timely delivery
• Prepare SMB meetings, including agenda development, coordination of inputs, and preparation of briefing materials
• Prepares reports and statements as requested by SMB Head
• Record meeting minutes and maintain decision and action logs
• Consolidate inputs from stakeholders into structured reports and operational summaries
• Provide the SMB Head with clear visibility of ongoing activities, risks, and bottlenecks
• Support the drafting of structured communications on behalf of SMB leadership
• Monitor adherence to established processes and flag inconsistencies, delays, or risks

2. ERM Support (Secondary – approximately 20%)

• Maintain workforce trackers, including posts, vacancies, and hiring status
• Track recruitment-related actions including onboarding and follow up on status updates with relevant stakeholders
• Maintain financial tracking logs, including Purchase Requisitions (PRs), Purchase Orders (POs), invoices, and work confirmations
• Maintain ERM-related task trackers (including service requests, SNOW tickets, and R2R actions)
• Consolidate data inputs for RM reporting
• Ensure ERM-related documentation is structured, current, and audit-ready

3. Deliverables

• SMB action and task trackers
• Meeting minutes, decision logs, and governance action trackers
• Structured operational reports and summaries
• Workforce tracking logs and hiring status reports
• Financial tracking logs (PR/PO/Invoice/Work Confirmation alignment)
• ERM-related task trackers and consolidated data inputs
• Organised SharePoint repositories and document libraries

4. Roles and Responsibilities

4.1 SMB Operations Coordinator (Contractor): The contractor shall be responsible for the execution of coordination and support tasks and shall be accountable for the accuracy, timeliness, and completeness of maintained data and trackers.

4.2 SMB Head (SMBH): The SMB Head shall act as the primary tasking authority and shall retain responsibility for operational leadership, prioritisation, and decision-making.

4.3 Embedded Resource Manager (ERM): The ERM shall provide functional direction for RM-related activities and shall act as integrator across workforce, portfolio, and budget domains, including alignment of priorities where overlap exists.

5. Tasking and Prioritisation

• Tasking shall be issued primarily by the SMB Head
• ERM-related tasking shall be issued by the Embedded Resource Manager
• In the event of conflicting priorities, the contractor will present the issue to the SMBH and the ERM for resolution.
• The contractor shall not independently reprioritise assigned tasks

6. Constraints and Boundaries

• Not perform decision-making functions or act in an authoritative capacity
• Not assume ownership of workforce, portfolio, or budget management activities
• Not act as a deputy or substitute for the SMB Head or Embedded Resource Manager
• Not engage stakeholders with commitments or decisions without prior direction
• Escalate uncertainties, conflicts, or risks in a timely manner

7. Performance Standards

• Maintain accurate, consistent, and up-to-date data across all trackers
• Ensure traceability of actions, decisions, and communications
• Provide timely follow-up and status updates
• Maintain structured, organised, and audit-ready documentation
• Demonstrate proactive and reliable coordination practices

8. Workload Allocation

SMB Operations Coordination: ~80%

RM Support: ~20%

Specific Working Conditions:

Place of Work and Working Hours: The services under this contract shall be performed primarily on-site at the designated Agency location. The mandatory working time shall be 38 hours per week, to be performed Monday to Friday between 09:00 and 17:00, in accordance with Agency practices. A daily unpaid lunch break shall be taken in line with applicable local regulations and Agency practices.

Remote work may be authorised on an exceptional basis, subject to project requirements and prior approval by the Agency. When remote work is authorised, the Contractor shall: maintain reliable communication with the Agency, remain available during the agreed working hours, and ensure secure access to all required Agency systems, networks, and documentation platforms. All access and connectivity shall comply with applicable Agency security regulations, information assurance policies, and data protection requirements.

Use of Agency Vehicles: Where required for official duties and subject to prior authorization by the Agency, the Contractor may be permitted to operate Agency vehicles. Any such use shall be undertaken at the Contractor's sole responsibility and in compliance with applicable Agency rules and traffic regulations. The Contractor shall remain fully liable for any incidents, damages, or claims arising from the use of Agency vehicles, in accordance with the contract terms and the Contractor's insurance coverage.

Requirements

Skill, Knowledge & Experience:

• The candidate must have a currently active NATO SECRET security clearance
• Minimum of A-levels (or equivalent), supplemented by relevant vocational qualification or professional experience in business administration, operational coordination, management support, or a related discipline.
• Relevant professional experience may be considered in lieu of formal qualifications.
• Minimum 3–5 years of relevant experience in administrative, coordination, or operational support roles within a structured environment.
• Proven experience coordinating day-to-day operations within a structured, fast-paced, and high-volume environment, including maintaining action trackers and ensuring proactive follow-up on tasks, deliverables, and deadlines.
• Proven experience supporting governance activities and leadership meetings, including agenda preparation, minutes, action logs, decision tracking, and coordination of briefing materials.
• Demonstrated ability to prepare structured reports, operational summaries, dashboards, and professional correspondence to support leadership visibility and operational awareness.
• Proven experience maintaining organised, traceable, and audit- ready documentation, including trackers, logs, and structured SharePoint repositories.
• Strong proficiency in Microsoft Excel, including advanced tracker management, data consolidation, and reporting activities.
• Proven experience structuring and maintaining SharePoint sites or similar collaboration platforms to support operational coordination, document control, workflow visibility, and information management.
• Proven ability to coordinate effectively across multiple stakeholders and functions, support coordination of competing priorities under tight timelines, and maintain visibility across activities within a matrix environment without assuming decision-making authority or supervisory responsibilities.

Desirable Qualifications and Experience

• Bachelor's degree (or equivalent) in Business Administration, Management, or a related field.
• Familiarity with service management principles and coordination of operational workflows within a structured environment.
• Experience supporting financial or procurement tracking activities (e.g. PR/PO monitoring, invoice tracking, or reporting support) within a coordination function.
• Relevant SharePoint certification or advanced SharePoint user experience.
• Experience supporting reporting activities, dashboards, or briefing materials for leadership visibility.
• Experience within an international, governmental, or defence environment is considered an advantage.