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.

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: Advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
• Command and Control Systems: Development and maintenance of systems used by NATO's military commanders to plan and execute operations.
• Satellite Communications: Services to enable secure and reliable communications between NATO forces.
• Electronic Warfare: Services to support NATO's mission to detect, deny, and defeat threats to its communication networks.
• Information Management: Management of NATO's information technology infrastructure, including 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 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, the NCI Agency needs to build and maintain a high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categories: NATO International Civilians (NICs), Military (Mil), and Interim Workforce Consultants (IWC). The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

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.
• Prepare 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.
• Organise SharePoint repositories and document libraries.

Essential Skills, Experience and Certifications:

• 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.
• Experience supporting governance activities and leadership meetings, including agenda preparation, minutes, action logs, and decision tracking.
• Demonstrated ability to prepare structured reports, operational summaries, dashboards, and professional correspondence.
• Proven experience maintaining organised, traceable, and audit-ready documentation.
• 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.
• Proven ability to coordinate effectively across multiple stakeholders and functions.

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.
• Experience supporting financial or procurement tracking activities.
• Relevant SharePoint certification or advanced SharePoint user experience.
• 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.

We never know what new opportunities might be just over the horizon. If this opportunity isn't for you, please feel free to send us your resume anyway and be the first to know if something suitable for your skills and experience comes up.