The contractor will support the following activities:

Administrative and Reporting Support:

• Assist in the preparation of regularly scheduled reports;
• Plan and assist in meetings, take notes, and draft the meeting minutes;
• Assist in developing price proposals;
• Assist in developing project briefings using MS PowerPoint.

Scheduling and Coordination:

• Organize and schedule appointments;
• Resolve administrative issues as they arise;
• Liaise with senior administrative assistants to handle requests and queries from senior managers.

Documentation and Library Management:

• Establish a project documentation library ensuring strict version control;
• Populate and manage a media library.

Financial and Procurement Support:

• Submit and reconcile expense reports;
• Extract Excel reports from EBA or from ServiceNow;
• Load resources into ServiceNow based on received instructions;
• Request pricing extracts from the BSM team and incorporate them into price proposals;
• Run monthly checks in Work Package financials to ensure that planned and actual costs do not exceed budget;
• Review all previous financial transactions and develop a comprehensive financial summary, including invoices and purchase orders;
• Support the PM in IBAN / FIN requests.

Stakeholder and Procurement Management:

• Develop the project Stakeholder Management Plan and review/update as stakeholders change or new stakeholders are identified;
• Track the status of Purchase Requests (PRs) and Purchase Orders (POs) in alignment with NCIA procurement procedures;
• Ensure adherence to NATO policies.