Operations Coordinator

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.

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.

Role ID – C004888

Role Duties and Responsibilities

• Capture, structure, and maintain SMB tasking in a centralised action tracker, including ownership, priorities, and deadlines
• Monitor progress of activities and follow up on outstanding actions to ensure timely delivery
• Prepare SMB meetings, including agenda development, coordination of inputs, and preparation of briefing materials
• Prepares reports and statements as requested by SMB Head
• Record meeting minutes and maintain decision and action logs
• Consolidate inputs from stakeholders into structured reports and operational summaries
• Provide the SMB Head with clear visibility of ongoing activities, risks, and bottlenecks
• Support the drafting of structured communications on behalf of SMB leadership
• Monitor adherence to established processes and flag inconsistencies, delays, or risks
• Maintain workforce trackers, including posts, vacancies, and hiring status
• Track recruitment-related actions including onboarding and follow up on status updates with relevant stakeholders
• Maintain financial tracking logs, including Purchase Requisitions (PRs), Purchase Orders (POs), invoices, and work confirmations
• Maintain ERM-related task trackers (including service requests, SNOW tickets, and R2R actions)
• Consolidate data inputs for RM reporting
• Ensure ERM-related documentation is structured, current, and audit-ready
• SMB action and task trackers
• Meeting minutes, decision logs, and governance action trackers
• Structured operational reports and summaries
• Workforce tracking logs and hiring status reports
• Financial tracking logs (PR/PO/Invoice/Work Confirmation alignment)
• ERM-related task trackers and consolidated data inputs
• Organised SharePoint repositories and document libraries

Essential Skills, Experience and Certifications

• Relevant professional experience may be considered in lieu of formal qualifications.
• Minimum 3–5 years of relevant experience in administrative, coordination, or operational support roles within a structured environment.
• Proven experience coordinating day-to-day operations within a structured, fast-paced, and high-volume environment, including maintaining action trackers and ensuring proactive follow-up on tasks, deliverables, and deadlines.
• Proven experience supporting governance activities and leadership meetings, including agenda preparation, minutes, action logs, decision tracking, and coordination of briefing materials.
• Demonstrated ability to prepare structured reports, operational summaries, dashboards, and professional correspondence to support leadership visibility and operational awareness.
• Proven experience maintaining organised, traceable, and audit-ready documentation, including trackers, logs, and structured SharePoint repositories.
• Strong proficiency in Microsoft Excel, including advanced tracker management, data consolidation, and reporting activities.
• Proven experience structuring and maintaining SharePoint sites or similar collaboration platforms to support operational coordination, document control, workflow visibility, and information management.
• Proven ability to coordinate effectively across multiple stakeholders and functions, support coordination of competing priorities under tight timelines, and maintain visibility across activities within a matrix environment without assuming decision-making authority or supervisory responsibilities.

Desirable Skills, Experience and Certifications

• Bachelor's degree (or equivalent) in Business Administration, Management, or a related field.
• Familiarity with service management principles and coordination of operational workflows within a structured environment.
• Experience supporting financial or procurement tracking activities (e.g. PR/PO monitoring, invoice tracking, or reporting support) within a coordination function.
• Relevant SharePoint certification or advanced SharePoint user experience.
• Experience supporting reporting activities, dashboards, or briefing materials for leadership visibility.
• Experience within an international, governmental, or defence environment is considered an advantage.

Education

• Minimum of A-levels (or equivalent), supplemented by relevant vocational qualification or professional experience in business administration, operational coordination, management support, or a related discipline.

Working Location

• Northwood, Great Britain

Working Policy

• Remote work may be authorised on an exceptional basis, subject to project requirements and prior approval by the Agency.

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance