Project and Service Management Assistant, ref: 1724

We are currently seeking a talented Project and Service Management Assistant on behalf of a major international organization.

Please only apply if you have an active NATO/EU SECRET security clearance, with is a mandatory requirement for this role.

Working model: on-site

Location: Brussels, Belgium (once every two weeks to another NCIA office location: Mons, Belgium or to The Hague, Netherlands)

Salary range: 350 – 390 euros daily rate as freelancer

Job Profile

A Project and Service Assistant is responsible for assisting project managers and service teams with day-to-day operations, ensuring tasks are completed on time and within scope. They coordinate schedules, organize meetings, prepare documentation, track project progress, and maintain accurate records. The role may also handle service requests, monitor deadlines, manage invoices or purchase orders, and support reporting activities. Maintaining quality standards, resolving minor issues, and escalating more complex matters to senior staff are also key responsibilities. Overall, the position ensures efficient project execution and high-quality service support while keeping communication clear and processes organized.

DUTIES

The candidate will provide support services and deliverables as follows:

• Project management support
• Support project-related presentations and documentation
• Oversee and maintain data quality in Business Management Tools
• Support issuance of Purchase Requests, Purchase Orders and Operational Level Agreement
• Produce meeting minutes and note-taking for project meetings and Project/Programme board
• Manage and coordinate project-related meetings

SKILLS

• At least 3 years' experience in a progressively responsible project administrative support role involving;
• Experience in organizing and maintaining project documentation, ensuring version control, and archiving;
• Experience of documentation management systems and data analysis tools (e.g., Excel, SharePoint);
• Experience with Project management and/or Enterprise Resource Planning tools;
• Experience in the use of Business Information (BI) Tools to generate accounting and finance reports (including time accounting);
• Proven experience in preparing status reports, and providing risk assessments;
• Proficiency in tracking project milestones, timelines, budgets, and progress reporting;
• Experience serving as a liaison between stakeholders, responding to queries, and distributing updates;
• Knowledge of project budgeting and experience in tracking and reporting on financial performance;
• Strong organizational and multitasking abilities;
• High attention to detail and accuracy;
• Strong organizational skills with the ability to prioritize tasks effectively;
• Excellent interpersonal skills, enabling effective communication with stakeholders at all levels;
• Ability to train and support team members on management tools;
• Knowledge of NATO responsibilities and organization;
• Valid security clearance at minimum NATO SECRET level;
• Highly motivated, team player, able to work collaboratively within cross-functional teams;
• Strong listening, writing and communication skills in English (additional languages is considered a plus);
• Advanced analytical skills;
• Experience in organizing meetings, conferences and events, coordinating with various stakeholders

Freelancers are welcome

Benefits:

• Competitive remuneration package
• Private Insurance
• A dynamic challenging environment resulting in continuous learning / education / progression
• Ability to work with cutting edge technologies
• Pleasant working environment
• Ability to expand knowledge and responsibilities

UpcoMinds is a dynamic IT company with 29 years of experience that provides end-to-end web and mobile solutions helping businesses to reinvent themselves in the digital world. Our team’s skills and expertise will ensure the holistic digital transformation of any organization, which will considerably improve both business operations and customer’s experience.

Our goal is to always have our end products and services reflect our deep engineering skills and elegant progressive design aesthetic. We fundamentally believe deeply in developing long term strategic partnerships with our clients by exceeding expectations and maintaining a high level of transparency.

Find out more about us at www.upcominds.com

We commit to promote Inclusion & Diversity by creating a working environment where all employees are treated with dignity and respect and where individual differences are valued. We offer equal opportunity in all aspects of employment.

Our recruitment consultants will go through your Curriculum Vitae as soon as possible and get back to you to discuss the opportunity for which you apply. If you don’t hear from us in the coming ten (10) working days, you may consider that you have not been selected for the particular job.

By submitting your CV, you consent to its retention in our database for a period of two (2) years, for the purpose of considering your application for current or future employment opportunities, in accordance with applicable data protection legislation GDPR.