Project Portfolio Coordinator

Spektrum 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.

Who we are supporting  

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: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.

• Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.

• Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.

• Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.

• Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.

Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

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 to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.

To provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorise's: NATO International Civilians (NIC)'s, Military (Mil), and Interim Workforce Consultants (IWC)'s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

Role ID – 2026-0123

Role Background

The NATO Communications and Information Agency (NCIA) is dedicated to acquiring, deploying, and defending communication systems for NATO’s political decision-makers and Commands. It operates on the frontlines against cyber-attacks, collaborating closely with governments and industry to prevent future debilitating attacks. The NCIA plays a crucial role in maintaining NATO’s technological edge and ensuring the collective defence and crisis management capabilities of the Alliance.

The CSU Brussels service is unique as it operates as a Business Area and as a support unit. It is the service owner of several services, Network Infrastructure (ANWI), together with a collection of service-enabling systems. Currently, the CSU Brussels function requires specialised services in several areas to meet its future challenges.

The configuration of the unit organization’s infrastructure is detailed as follows:

NCIA – CSU BRU - within the NCIA – CIS Support Unit (CSU) Brussels provides consistent, reliable and cost-effective ICT service delivery to all NATO customers located in the NATO compound in Brussels, including understanding and managing the interface with the Secretary General and Deputy Director General International Military Staff (DG IMS), through his/her delegated representatives ICTM/EXCO IMS, who act in the role of Intelligent Customer.

The CSU Brussels, with its dual functionality as a business area and service provider, requires outsourced specialised expertise to meet the flexible, scalable and changing demands of the IT landscape. CSU Brussels unique situation requires integrated human capital arrangements that absolutely must include a substantial contingent of outsourced staffing that ultimately performs according to a service-based arrangement.

The NCIA (Purchaser) support structure is organized in three levels:

• Level 1 – end-user support provided by helpdesk staff, technical assistants, and support analysts. Responsibilities include initial troubleshooting, handling user requests, password resets, and escalating unresolved issues to higher-level support.

• Level 2 – specialized, hands-on expertise provided by IT technicians or the CIS Support Unit. Responsibilities include resolving more complex hardware, software, and system issues, performing on-site or lab-based interventions, and assisting Level 1 staff with escalations.

• Level 3 – centralized engineering team. Responsibilities include addressing escalated incidents from Level 2, performing advanced system and network troubleshooting, implementing infrastructure changes, and providing expert guidance on complex technical matters.

Role Duties and Responsibilities

The scope of services includes, but is not limited to, the following:

• Portfolio Governance and Coordination – assist the establishment, execution, and continuous improvement of portfolio governance processes. This includes the preparation, coordination, and follow-up of governance meetings, as well as ensuring adherence to defined methodologies, standards, and reporting cycles.

• Planning and Prioritization - endorsement for project intake, evaluation, and prioritization activities. The service includes maintaining the project pipeline, development of portfolio roadmaps aligned with strategic objectives, and providing visibility on resource capacity across initiatives.

• Performance Monitoring and Reporting - consolidate portfolio data and produce standardized reporting. This includes the development of dashboards, key performance indicators (KPIs), and executive reports to support informed decision-making and tracking of portfolio performance and benefits realization.

• Data Management and Tool Administration - administer and maintain the PPM tools and associated reporting environments. This includes ensuring data accuracy, completeness, and consistency, as well as implementing and maintaining automated reporting solutions where appropriate.

• Risk and Issue Oversight - identification, tracking, and escalation of cross-project risks, issues, and dependencies. This includes maintaining portfolio-level logs and supporting mitigation tracking and coordination.

Essential Skills, Experience and Certifications

• 2–5 years of experience in project coordination, PMO, or portfolio support or governance related support.

• Strong analytical and data management skills.

• Proficiency in Excel (advanced), PowerPoint, and reporting tools.

• Familiarity with PPM tools such as MS Project, Planview, Clarity, Jira.

• Understanding of project management methodologies (Waterfall, Agile, Hybrid).

• Certification in ICT governance (e.g. CGEIT).

• Professional certifications : e.g. PMP, PRINCE2, PMI-PfMP, Agile certifications.

Essential Education

• Bachelor’s degree in Business, Management, Finance, Computer Science or related field.

Desriable Skills, Experience and Certifications

• Knowledge of financial tracking and reporting (CAPEX/OPEX, business cases).

• Experience with data visualization tools (Power BI, Tableau).

• Exposure to strategic planning processes and portfolio performance monitoring.

Core Competencies

• Proven track record in roles requiring rigorous quality control, where the Contractor’s key personnel independently caught discrepancies, reviewed complex reports or datasets, and maintained high accuracy standards prior to external delivery.

• Demonstrated background in cross-functional coordination, managing communication across multiple departments, facilitating alignment meetings, and tracking action items to ensure strict adherence to timelines.

• Past experience translating ambiguous requirements or complex data into clear, structured frameworks, project plans, or business reports that directly supported project goals and decision-making trails.

• History of identifying early-stage project risks or blockers, developing independent workaround solutions, and successfully navigating escalation pathways when higher evel intervention was required.

• Experience working successfully in remote, hybrid, or fast-paced environments with minimal daily supervision, alongside a demonstrated commitment to helping team members achieve broader group or portfolio objectives.

Working Location

• Brussels, Belgium

Working Policy

• Full time On-site

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance