Hybrid Principal Assistant, Project Support – Outsourcing

at EMW

• Job title: Principal Assistant, Project Support – Outsourcing
• Job type: Contract
• Experience level: Lead
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Brussels, Belgium

About the role

• Principal Assistant providing project support for outsourcing projects. Managing information, stakeholder relationships, and business administration in Brussels or The Hague.

Responsibilities

• **Duties & Role:**
• __Information management__
• Recommends remediation actions as required.
• Identifies 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.
• __Portfolio, programme and project support__
• 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.
• __Stakeholder relationship 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.
• __Business administration__
• 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;
• __Change Implementation__
• 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.
• __Resource Management__
• 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.
• **Specific Working Conditions:** Working location can be Brussels or The Hague. IWC will have to travel for work related reasons between Brussels, BLA, Mons or TH.

Requirements

• **Skill, Knowledge & Experience:**
• The candidate must have a currently active NATO SECRET security clearance
• 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