Deadline Date: Friday 17 July 2026
Requirement: Principal Assistant (Front Office & Administrative Support)
Location: Mons, BE
Full Time On-Site: Yes
Time On-Site: 100%
Total Scope of the request (hours): 600
Required Start Date: 17 August 2026
End Contract Date: 31 December 2026
Required Security Clearance: NATO SECRET
Duties & Role:
Portfolio, programme and project support
- Makes sure that support services are delivered effectively across portfolios and projects
- Applies and recommends appropriate control solutions for planning, scheduling, and tracking project activities
- Configures and maintains project management tools (MS Project, ServiceNow), and provides clear guidance on related procedures, processes, and techniques
- Offers basic advice and clarification on the development of individual project proposals
- Tracks expenses and maintains budget logs for project activities
- Prepares presentations and supporting materials for project reviews and stakeholder updates
- Captures and documents lessons learned from project completion for continuous improvement
HSMO Tasks
- Assists to maintain information registers and ensures data is kept up to date
- Supports users in locating, saving, and organizing information in line with established guidance and security protocols
- Escalates any concerns or issues with information handling to senior team members
- Assists with straightforward data-quality activities, such as correcting file names, updating metadata, and maintaining documentation of procedures and SOPs
- Documents and maintains Standard Operating Procedures (SOPs) and process workflows
Resource Management
- Assists in the effective planning, coordination, and control of project resources
- Helps to ensure that resources are allocated and monitored appropriately so that project deadlines are met
- Assists with onboarding of personnel to projects and maintains resource records
- Coordinates with Resource Managers regarding availability of resources to undertake activities on projects
- Monitors resource utilization and performance
Business administration
- Assists the team or manager in gathering and providing the information needed to support ongoing team processes
- Helps to plan and prepare for meetings (agendas, scheduling, minutes)
- Sets up and offers clear guidance on software, procedures, processes, tools, and techniques for administration and workplace productivity
- Liaises and coordinates activities across functions and service areas
- Updates and maintains office policies and procedures
- Provides some basic training to staff on tools, procedures, and systems.
Customer-Facing Duties
- Provides information about the organization's services, facilities, or procedures to internal and external stakeholders
- Manages customer communication via various channels (email, phone, social media platforms)
- Responds to inquiries with professionalism, sensitivity, and reliability
Administrative and Coordination Duties
- Schedules and confirms appointments, meetings, reservations, and travel arrangements
- Organizes, updates, and maintains files, records, databases, and spreadsheets in accordance with security and procedural guidelines
- Prepares and internally coordinates Statements of Work (SOW) for release to agency customers
- Contributing as needed in project delivery: review project documents, site implementation, change management, risk & issue management, etc.
- Creates, maintains, and administers project plans on behalf of Project Managers using MS Project and ServiceNow
- Monitors project performance and approves timesheets from resources
- Maintains project portals and document libraries
- Reports on project status to management and stakeholders
- Performs other duties as may be required
Skills, Knowledge & Experience:
- The candidate must have a currently active NATO SECRET security clearance
- Portfolio/Project Support (5-7 years): Configuring MS Project/ServiceNow, planning/tracking activities, budget management, expense tracking, financial reporting, project presentations
- Portfolio and Project Support: 5–7 years' experience supporting portfolios or projects, including planning, scheduling, tracking activities, maintaining project management tools such as MS Project or ServiceNow, preparing reports and presentations, tracking expenses, supporting budgets, and advising on project procedures and techniques.
- HSMO / Information Management: 5+ years' experience maintaining information registers, data management systems, SharePoint sites, document libraries, metadata, records, and controlled documentation, including in professional or classified environments. Experience drafting procedures and managing data quality is required.
- Resource Management: 4+ years' experience supporting resource planning, coordination, allocation, monitoring, onboarding, and liaison with resource managers to ensure staffing availability and delivery against project deadlines.
- Business Administration: 5+ years' experience gathering and organizing information, coordinating meetings, supporting team processes, providing software or procedural guidance, liaising across functions, updating policies and procedures, and delivering basic end-user training.
- Customer-Facing Communication: 8+ years' experience providing service or procedural information, managing communication channels, scheduling and confirming meetings or appointments, supporting stakeholders, and engaging with customers, vendors, or external partners. Experience with social media or multi-channel communication is desirable.
- Project Delivery Support: 4–5 years' experience preparing Statements of Work, maintaining project plans, coordinating resources, monitoring performance, approving time or resources, managing portals and document libraries, reporting project status, supporting risk and change management, implementation activities, and lessons learned.
- Microsoft Office Automation: 5+ years' hands-on experience using Microsoft Office tools, including Excel, Word, PowerPoint, Outlook, and Teams. Advanced Excel skills for budget tracking, data analysis, and reporting are required.
- English Communication: 10+ years' experience in roles requiring excellent written and spoken English, including formal correspondence, meeting minutes, reports, presentations, and professional documentation.
- Initiative, Flexibility, and Interpersonal Skills: 8+ years' experience demonstrating initiative, adaptability, problem-solving, self- direction, collaboration, responsiveness, and sensitivity to internal and external stakeholders in fast-paced, multi-priority environments.
Additional Desired Skills
- Experience with social media management, customer engagement, personnel onboarding, expense tracking, financial administration, presentation support, process documentation, training delivery, project planning and control tools, resource management systems, and SharePoint governance.
