Cyber Security Project Support Specialist with security clearance

The NATO Communications and Information Agency (NCI Agency) is seeking a highly organized and proactive Cyber Security Project Support Specialist to provide essential support to the critical Capability Package 120 (CP120) project within the NATO Cyber Security Centre (NCSC).

Working within a hybrid Agile (sprint) and PRINCE2 framework, you will be the operational linchpin for project managers, handling a wide array of administrative, coordination, tracking, and reporting tasks. Your work will directly contribute to easing the workload of the TRANSFORM Branch, ensuring the smooth execution of a major cyber security capability upgrade that defends NATO's networks. This role requires a meticulous, self-starting professional who thrives in a fast-paced, high-stakes international environment.

Responsibilities:

• Project Coordination & Administration:

• Organize, schedule, and document all project meetings (weekly, monthly, ad-hoc), preparing agendas and detailed minutes with clear action items.
• Provide comprehensive logistical support for workshops and project events.
• Maintain meticulous digital filing systems for all project documentation.
• Handle administrative tasks including travel itineraries, expense reports, procurement logs, and purchase requisitions.

• Data & System Management:

• Develop, maintain, and update critical project databases (e.g., points of contact, contractor accounts and laptops, site access documentation).
• Utilize project management software (ServiceNow) and Agency tools (e.g., EBA) to create tasks, allocate resources, and perform project-related transactions.
• Manage access lists for project portals and collaborative workspaces.

• Tracking, Reporting & Documentation:

• Generate weekly project status reports, custom reports, and stakeholder updates.
• Support budget tracking, variance analysis, and resource utilization reporting.
• Create and maintain core project documentation (e.g., risk/issue registers, schedules, change logs).
• Prepare compliance checklists and audit-ready documentation packages.

• Stakeholder & Team Support:

• Act as a central coordination point between the NCIA Project Management Team, contractors, and the Cyber Service Line.
• Closely liaise with administrative offices to support report preparation.
• Proactively track and follow up on action items assigned to all team members.

Do you have experience in ServiceNow?, * Vocational training at a higher administration level in a relevant discipline or 5 years equivalent combination of qualification and experience.

• Diploma of secondary education.

• Relevant experience with Service Now, MS Office suite including MS Project

• Knowledge and experience with the practical support on implementation of ICT projects.

• Prior experience of working in an international environment comprising both military and civilian elements.

• Proactive attitude in seeking and maintaining trust from stakeholders and team.

• Exceptional organizational, time-management, and analytical skills.

• Strong written and verbal communication skills, with proficiency in creating clear reports and briefings.

• Ability to work autonomously, stay deliverable-oriented, and perform productively in a pressurized environment.