Administrative Jobs in Mons, Belgium (Now Hiring) — 25 open

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.

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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.

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Role ID – C005016

 

Role Duties and Responsibilities

• Course Coordination and Delivery Support:
  • Act as the primary point of contact between external customers and internal stakeholders, including Branches, instructors, and Academy management, to ensure the smooth coordination and delivery of commercial training activities.
  • Develop and maintain delivery plans for commercial training iterations based on customer requirements and NCI Academy delivery policies.
  • Initiate and follow up on Purchase Requisitions (PRs) and related financial documentation (receipts, work confirmations, price calculations) to support course iterations, public events, and Mobile Training Team (MTT) deliveries.
  • Manage logistical aspects of training, including room bookings, facility access (SHAPE / The Hague), and coordination of supplier- provided services.
  • Address and resolve operational or technical issues that arise before or during training delivery, ensuring minimal disruption to learning activities.
  • Consolidate or merge course iterations when enrolment falls below the minimum threshold, ensuring efficient resource utilization and adherence to Academy standards.
• Administrative and Financial Coordination
  • Operate within the EBA and Training Management System (TMS) environments to manage administrative, financial, and scheduling data for commercial training.
  • Maintain accurate and up-to-date TMS information, including pricing, PR and receipt references, seat allocations, and iteration details.
  • Process and modify financial transactions in EBA (Purchase Requests, Receipts, Work Confirmations) in coordination with relevant financial and procurement focal points.
  • Request and process supplier quotations and attendance reports to support planning, monitoring, and reporting of commercial training activities.
  • Provide estimated fund requirements and ensure cost transparency for planned training activities.
  • Support the delivery of public training events, ensuring compliance with procurement, financial, and communication procedures.
• Customer and Stakeholder Engagement
  • Respond promptly and professionally to customer and student queries via the Delivery common mailbox and other communication channels.
  • Facilitate flexible responses to customer change requests, adjusting course iterations or logistics as required while ensuring compliance with Academy policies.
  • Build and maintain a network of Points of Contact (POCs) internally and externally to enhance coordination and responsiveness.
  • Keep the Catalogue Manager informed of all relevant updates to commercial training offerings, pricing, and iteration changes.
  • Support onboarding and tailoring of new commercial training offerings based on customer requirements and market demand.
  • Communicate constructively with suppliers to ensure high-quality service delivery and timely resolution of operational issues.
  • In support of NATO Education and Training governance and certification processes, the Senior Learning Coordinator shall perform the following activities related to E-ITEP course management and certification.

 

 

• Course Data Management and Scheduling
  • Upload and maintain the annual course schedule in the E-ITEP platform, based on structured data downloads from the Training Management System (TMS) and subsequent data validation and manipulation.
  • Ensure consistency and accuracy of course information across systems in accordance with established data standards and reporting requirements.

 

Essential Skills, Experience and Certifications

• The candidate has a NATO SECRET security clearance, provided by the national security organization valid at the time of submission of the bid and covering the period of the contract
• Fluent in English and must be able to read and write technical and user documentation.
• A minimum of 3 years of progressively responsible experience in an Education or Training facility or in the training department of a NATO command or international organization
• Experience managing complex scheduling and allocation of resources, preferably in an academic or training setting or similar environment
• Experience and proficiency with enterprise systems (e.g., TMS, EBA, ERP/financial tools), including data entry, record management, and basic financial processing)
• Proven customer service experience communicating with customers, internal staff, external entities and stakeholders.
• Proven ability to manage multiple and competing demands and a rapidly changing environment.
• Strong administrative and organizational skills, with proven experience managing logistics, scheduling, and high-volume operational tasks
• Familiarity with E-ITEP or comparable Learning Management
• Systems (LMS), including the ability to manage, upload, andmaintain course and schedule data.
• Knowledge of Course Control Documents (CCDs) or equivalent course descriptions, lesson plans, and instructional documentation used in structured training environments.
• Awareness of the NATO Bi-SC Directive 075 as the overarching framework governing NATO Education, Training, and Exercise (E&T&E) activities, or the ability to rapidly acquire such knowledge.
• Solid reporting and data management skills, including the ability to prepare reports on course iterations and course plans, and to perform data downloads and bulk uploads in E-ITEP and training management systems

 

Working Location

• Mons, Belgium.

 

Working Policy

• On-site.

 

Travel

• Some travel to other NATO sites may be required.

 

Security Clearance

• Valid National or NATO Secret personal security clearance.