Job Description

Deadline Date: Wednesday 12 August 2026

Requirement: SMA O2 Administrative Coordinator

Location: Mons, BE

Full Time On-Site: Yes

Time On-Site: 100%

Total Scope of the request (hours): 500

Required Start Date: 24 September 2026

End Contract Date: 31 December 2026

Required Security Clearance: NATO SECRET

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.
• 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.

Desirable Experience and Education:

• Education or training in Service Level Management, Service Delivery Analysis, Project Support, Information Management, or Resource Management.
• Advanced Excel skills for tracking, data analysis, budget logs, and reporting are desirable.
• SharePoint administration.
• Power BI dashboard development.
• MS Project, ServiceNow, project support, resource management, or information management training.
• Dashboard development and reporting automation.
• SharePoint governance and administration.
• Expense tracking and financial administration.
• Personnel onboarding.
• SOP and process workflow documentation.
• Presentation and executive briefing support.
• Customer engagement and multi-channel communication.
• Training delivery on tools, systems, and procedures.