[Hiring] Governance & Management Secretariat Support @Spektrum

Role Description

Spectrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.

The NCIA provides a wide range of services, including:

• Cyber Security: Advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
• Command and Control Systems: Development and maintenance of systems used by NATO's military commanders to plan and execute operations.
• Satellite Communications: Services to enable secure and reliable communications between NATO forces.
• Electronic Warfare: Services to support NATO's mission to detect, deny, and defeat threats to its communication networks.
• Information Management: Management of NATO's information technology infrastructure, including databases, applications, and servers.

The NATO Communications and Information Agency (NCI Agency) is NATO’s principal C3 capability deliverer and CIS service provider. It provides, maintains, and defends the NATO enterprise-wide information technology infrastructure.

Role ID – 2026-0132

Role Duties and Responsibilities

• Manage & maintain AFS information Knowledge Portals on low and high side:
• Administer and Update Information Portals to ensure content currency and accuracy.
• Governance of portal taxonomy, metadata standards, and lifecycle of articles, FAQs, and multimedia assets.
• Regular status meetings, KPI tracking, and executive summaries.
• Document Management:
• Document Preparation: Gather, format, and organize all required files, documents, and supporting materials.
• Coordination: Act as the central point of contact among authors, reviewers, legal/compliance teams, and external partners.
• Workflow Management: Design, implement, and monitor a clear, step-by-step process using chosen DMS tools.
• Quality Assurance: Verify compliance with naming conventions, version-control policies, and regulatory requirements.
• Reporting & Continuous Improvement: Generate status dashboards, capture bottlenecks, and propose refinements.
• Recording Meeting Minutes: Provide professional support for recording discussions and delivering polished draft minutes.
• Provide Conference Services: End-to-end logistical and communications support for external attendees.
• Pre-event Registration: Collect attendee information, verify identity, and provide welcome desk assistance.
• General Administration Support to Secretariat: Streamline meeting logistics and maintain consistent stakeholder communication.

Qualifications

• Higher vocational training in a relevant discipline with 4 years post-related experience, or a secondary educational qualification with 6 years post-related experience.
• Strong verbal and written communication skills for interacting with clients, staff, and management.
• Meticulousness in checking documents for errors and ensuring accuracy.
• Prior experience of working in an international environment comprising both military and civilian elements.
• Ability to handle unexpected issues, challenges, and shifting priorities.
• Ability to manage multiple tasks, prioritize, and meet deadlines.
• Ability to work independently or as part of a team.
• Expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint).
• Awareness/Knowledge of ITIL Foundation.
• At least 3-year experience in NATO or multinational environments is strongly desirable.

Requirements

• Working Location: NATO Headquarters Brussels, 1 week each month over the period of the contract; NCIA The Hague, 1 week each quarter over the period of the contract; NATO HQ BLA: First two weeks of contract onboarding on site.
• Working Policy: Remote.
• Travel: Some travel to other NATO sites may be required.
• Security Clearance: Valid National or NATO Secret personal security clearance.