Portfolio Management Assistant
- Working Location: Braine - l'Alleud, Belgium
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- Security Clearance : NATO Secret
- Language: High proficiency level in English language
EXPERIENCE AND EDUCATION:
Essential Qualifications/Experience:
· Higher vocational training in a relevant discipline with 3 years post related experience, or a secondary educational qualification with 5 years post-related experience
· Previous experience in project, portfolio and programme management (P3M) area
· Expert knowledge in MS Excel incl. Pivot, connections to external data sources and Macros
· Strong expertise in MS PowerPoint
· Advanced knowledge of SharePoint
· Sound knowledge and experience in the use of other Microsoft office products (e.g. Word, Access, OneNote, etc.)
· Experience in roles requiring the ability to translate technical updates into storytelling fit for the PMO activities
Desirable Qualifications/Experience:
· A recognised formal Project Management qualification, such as PRINCE2 or PMP and / or ITIL Intermediate Level Certification
· A recognised SharePoint training
· Prior experience of working in an international environment comprising both military and civilian elements
· Knowledge of NATO responsibilities and organization, including ACO and ACT
DUTIES/ROLE:
· Provide direct first level support to NIMSC Managers (mainly PMs – Project Managers, SDMs – Service Delivery Managers and RMs – Resource Managers) in the use of project management methods, toolset, processes and procedures in accordance with NATO and Agency guidelines / directives
· Provide Business Tools (e.g. ServiceNow, Business Intelligence, APRM – Agency Project and Resource Management, TAS – Time Account System) support to NIMSC Managers and assist with project/service/resource planning, resource allocation and project maintenance to ensure NIMSC Managers meet their commitments, stay within agreed tolerances and contribute to business goals
· Provide guidance and mentoring to NIMSC Managers on project and resource management processes
· Assist in continuously reviewing and improving NIMSC PMO related processes; assist in managing and provide monitoring, reporting and maintenance on agreed project/service/resource Key Performance Indicators (KPIs) and inform NIMSC Managers on any recognized anomalies and assist in taking corrective actions
· Prepare, participate, carry out and record/document the NIMSC Project Board and other project management related activities
· Assist in preparing and managing the NIMSC Business Execution and Change (BEC) Board and providing support in the process activities
· Assist NIMSC Managers with project/service/resource reporting and documentation through quality review of Management Artefacts in the remit of PMO
· Act as focal point for Business Tools issues, including the support in preparing, reviewing and validating relevant Business Tools reports for NIMSC Head PMO, NIMSC Head RPM and NIMSC Chief
· Assist in timely completion of time booking within NIMSC; collate and analyse data; follow-up any recognized anomalies
· Assist with project scoping, timelines and financial issues and queries
· Assist in monitoring resource allocation to projects and services and support Resource Managers in resolving identified issues
· Provide support in management and maintenance of NIMSC business portfolio
· Prepare and collect all necessary information for the regular reporting to internal and external stakeholders
· Assist the management and preparation of business planning, financial forecasting, risk/issue management and activities specific to project phases and/or NCI Agency planning and reporting cycle
· Liaising with NIMSC Managers and other functional roles in the Agency to ensure correct execution of Agency's exception, closure and other project / service processes
· Previous experience in project, portfolio and programme management (P3M) area
· Expert knowledge in MS Excel incl. Pivot, connections to external data sources and Macros
· Strong expertise in MS PowerPoint
· Advanced knowledge of SharePoint
· Sound knowledge and experience in the use of other Microsoft office products (e.g. Word, Access, OneNote, etc.)
· Experience in roles requiring the ability to translate technical updates into storytelling fit for the PMO activities
Desirable Qualifications/Experience:
· A recognised formal Project Management qualification, such as PRINCE2 or PMP and / or ITIL Intermediate Level Certification
· A recognised SharePoint training
· Prior experience of working in an international environment comprising both military and civilian elements
· Knowledge of NATO responsibilities and organization, including ACO and ACT
DUTIES/ROLE:
· Provide direct first level support to NIMSC Managers (mainly PMs – Project Managers, SDMs – Service Delivery Managers and RMs – Resource Managers) in the use of project management methods, toolset, processes and procedures in accordance with NATO and Agency guidelines / directives
· Provide Business Tools (e.g. ServiceNow, Business Intelligence, APRM – Agency Project and Resource Management, TAS – Time Account System) support to NIMSC Managers and assist with project/service/resource planning, resource allocation and project maintenance to ensure NIMSC Managers meet their commitments, stay within agreed tolerances and contribute to business goals
· Provide guidance and mentoring to NIMSC Managers on project and resource management processes
· Assist in continuously reviewing and improving NIMSC PMO related processes; assist in managing and provide monitoring, reporting and maintenance on agreed project/service/resource Key Performance Indicators (KPIs) and inform NIMSC Managers on any recognized anomalies and assist in taking corrective actions
· Prepare, participate, carry out and record/document the NIMSC Project Board and other project management related activities
· Assist in preparing and managing the NIMSC Business Execution and Change (BEC) Board and providing support in the process activities
· Assist NIMSC Managers with project/service/resource reporting and documentation through quality review of Management Artefacts in the remit of PMO
· Act as focal point for Business Tools issues, including the support in preparing, reviewing and validating relevant Business Tools reports for NIMSC Head PMO, NIMSC Head RPM and NIMSC Chief
· Assist in timely completion of time booking within NIMSC; collate and analyse data; follow-up any recognized anomalies
· Assist with project scoping, timelines and financial issues and queries
· Assist in monitoring resource allocation to projects and services and support Resource Managers in resolving identified issues
· Provide support in management and maintenance of NIMSC business portfolio
· Prepare and collect all necessary information for the regular reporting to internal and external stakeholders
· Assist the management and preparation of business planning, financial forecasting, risk/issue management and activities specific to project phases and/or NCI Agency planning and reporting cycle
· Liaising with NIMSC Managers and other functional roles in the Agency to ensure correct execution of Agency's exception, closure and other project / service processes
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