• Organise and track meetings (weekly, monthly, quarterly, ad hoc) as agreed at the begging of the sprint and requested by the PMs;
• Create tasks, resource plans, and allocate resources in Service Now.

General Project Support Package:

• Develop and keep up to date the NATO Enterprise Tier 2/3 data sources points of contact list;
• Develop and keep up to date the REACH/NR laptops Database provided to contractors;
• Develop and keep up to date the Database tracking the accounts delivered to contractors (type, validity, etc.);
• Develop and keep up to date the Database with contractor documentation for the NATO sites access;
• Develop and keep up to date the Access list to the project portal;
• Develop and keep up to date the list of actions assigned to both the NCIA Project Management Team (PMT) as well as to the Contractor PMT members;
• Provide logistical support for workshops and meetings.

Software and tools Package:

• Use project management software (ServiceNow) and Agency official tools;
• Perform project-related transactions in systems like ServiceNow and EBA.

Administrative Support Package:

• Support the work of the Project Managers in all administrative tasks;
• Coordinate international teams and meetings;
• Organized digital filing system for all project documents;
• Travel itineraries and expense reports for project team members;
• Procurement logs for project-related supplies and services;
• Coordinate and submit Purchase Requisitions.

Project management documentation:

• Provide requested routine and planned documentation;
• Provide ad-hoc project management documentation;
• Maintain Service Line project-related portals such as work loading and work capacity metrics; reporting and planning; contact information; prioritization; project status.

Project Tracking and Reporting Bundle:

• Support the team by routinely;
• Weekly project status reports;
• Custom reports generated from project management tools;
• Regular stakeholder update reports;
• Support the production and submission of exception reports;
• Closely liaise with Cyber Service Line team and Admin Office to support preparation of defined reports;
• Create and maintain all project related documentation (risk and issue management, dependencies, change management, scheduling, supplier management);
• Support with the budget tracking spreadsheets with variance analysis report;
• Resource utilization reports.

Meeting Management Suite:

• Organized meeting agendas for various project-related meetings;
• Detailed meeting minutes with action items clearly highlighted;
• Follow-up reports on action items and decisions.

Compliance and Audit Support Materials:

• Compliance checklists ensuring adherence to cybersecurity standards and regulations;
• Policy and procedure implementation packages;
• Audit-ready documentation packages.