C005047 SMA O2 Administrative Coordinator (NS) - WED 12 Aug

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.