C004805 Project Support Officer (NS) - FRI 8 May

Deadline Date: Friday 8 May 2026

Requirement: Project Support Officer

Location: Braine-l'Alleud, BE

Full Time On-Site: No

Time On-Site: 40%

Total Scope of the request (hours): 836

Required Start Date: 15 June 2026

End Contract Date: 31 December 2026

Required Security Clearance: NATO SECRET

Duties & Role:  

Planning & Schedule Control

Maintain the master project plan and detailed work schedules in the agreed planning tool, updating progress weekly from workstream leads and flagging slippage or critical path risks to the Project Manager.

Prepare look-ahead schedules, Gantt charts, and milestone trackers for use in project board meetings and team briefings.

Support re-planning exercises at stage boundaries or when approved changes require a revised baseline.

Registers & Project Controls

Own and maintain the RAID log (Risks, Actions, Issues, Dependencies), chasing owners for updates and escalating overdue items.

Maintain the Risk Register, Issue Register, Lessons Log, Quality Register, and Decision Log, ensuring entries are current, consistently formatted, and reviewed at the appropriate governance forum.

Track change requests through the change control process, recording the details of each approved change against the baseline.

Document & Configuration Management

Establish and maintain the project filing structure, enforcing version control, naming conventions, and access permissions across the shared workspace.

Manage the flow of project documents — distributing pre-reads, collecting sign-offs, archiving approved deliverables, and ensuring the team always works from the latest version.

Act as configuration librarian where required, tracking the status of all formal project products.

Financial & Resource Tracking

Track project expenditure against the approved budget, recording actuals, commitments, and forecasts and flagging variances to the Project Manager.

Process purchase orders, timesheets, and contractor invoices through the agreed workflow, ensuring costs are coded to the correct budget lines.

Maintain the resource allocation schedule and highlight conflicts or gaps requiring management attention.

Site Access & Logistics Coordination

Coordinate site access arrangements for audit teams, refresh contractors, and specialist surveyors, liaising with local security points of contacts to secure the required access.

Maintain the site visit schedule, tracking confirmed dates, access permits, security clearances, and any site-specific induction or health and safety requirements that must be completed before arrival.

Maintain a site access tracker that records visit outcomes — completed, rescheduled, or denied — and flags sites with repeated access difficulties to the Project Manager for escalation to the Vendor Manager or client.

Coordinate with contractors and internal teams to sequence site visits efficiently, grouping geographically close sites into logical routes and avoiding clashes where multiple teams require access to the same location.

Ensure all site visit documentation — access request forms, risk assessments, method statements, and photographic evidence of completed work — is collected, filed, and linked to the relevant site record in the project filing structure.

Reporting & Governance Support

Draft highlight reports, checkpoint reports, and dashboard packs for the Project Manager's review, pulling together schedule, cost, risk, and quality data into a clear narrative.

Organise all project meetings — booking rooms or virtual sessions, preparing agendas, circulating papers, and confirming attendance.

Take accurate minutes, record decisions and actions with owners and deadlines, and follow up on outstanding actions between meetings.

Maintain the forward calendar of stage gates, board meetings, and quality reviews, ensuring all required inputs are prepared on time.

General Team Support

Act as the first point of contact for administrative queries from team members, directing people to the right templates, processes, or escalation routes.

Specific Working Conditions: The job requires frequent travel to NATO sites. The incumbent might travel around 4 times a month to other locations in Belgium.