Project Manager
Brussels, Belgium
JOB DETAIL
1. SUMMARY
The BICES Group Executive (BGX), a NATO entity, is the executive body of the BICES Group (BG). The BG exists to enable the sharing and exchange of Intelligence and Information between and amongst the NATO nations, with NATO and with other non-NATO nations and Organizations. The BGX, under the leadership of the Director, is comprised of the following pillars: Intelligence and Enterprise Services (IES) Division, Programmes, Engineering and Maintenance (PEM) Division, Operations and Security Services (OSS) Division and Intelligence, Surveillance and Reconnaissance (ISR) Cell.
The core mission of the PEM Division is to provide the primary expertise to manage the BICES Programme including to develop, execute, implement and maintain related plans for the development and improvement of IT capabilities, including their lifecycle management. PEM is championing all IT aspects with integrated expert team members from other BGX Divisions. The PEM Division is directed by the Deputy Director for PEM and is composed of three Branches in direct support of the mission: Programme and Project Management, Engineering and Enterprise Architecture, and Maintenance and Implementation.
The Programme and Project Management (PPM) Branch is led by the Head Programme and Project Management. The PPM Branch is responsible for the establishment and maintenance of near and medium-term programmatic plans for BICES and the management of the execution thereof in the form of projects. The planning function entails the alignment of plans with BICES Strategic Goals and derived Enabling Objectives, facilitating the endorsement and approval of plans by the BICES governance structure and the interaction with relevant stakeholders, including the assignment of required human and financial resources. The management of the plan execution includes the establishment of teams that are tasked to accomplish project objectives and to ensure that assigned tasks are performed in a coordinated and timely manner to address project requirements.
Under the guidance of the Head PPM the incumbent will manage projects and the respective resources. S/He will establish and maintain dedicated project plans and records, ensure that commitments are fulfilled and that objectives are met. S/He will address issues arising within the project scope, will manage project risks and will identify, track and resolve coordination issues. As a manager of teams consisting of software developers, system engineers, contractors, and consultants, the incumbent will play a critical role in shaping and delivering future capabilities for the BICES Group.
2. QUALIFICATIONS AND EXPERIENCE
Essential
The incumbent must:
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possess a University degree, preferably in the area of Business and Management (e.g. MBA) coupled with a sound understanding of IT engineering;
- have a minimum of 5 years professional experience as a pproject manager in the management of medium or large scale IT projects;
- be able to demonstrate experience in project presentation to a multinational audience;
- be able to draft “Statements of Work” for IT projects, including the grouping of macro tasks in work packages and the definition of precise deliverables for each work package;
- have experience or knowledge in the domain of change management in large companies or international organizations involving both working level and senior management;
- have excellent networking, communication and negotiation skills;
- possess level V (Advanced) of the English language.
Desirable
The following would be considered an advantage:
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professional qualification/certification in Project Management, such as PRINCE2 and/or Managing Successful Programmes (MSP);
- experience in tailoring standardized Project Management processes to meet organizational needs and structure;
- have a thorough understanding of procurement processes in the public sector;
- experience in a national administration and/or international public sector organisation;
- good understanding of the NATO HQ international environment.
3. MAIN ACCOUNTABILITIES
Project Management
Plan, manage, coordinate and execute projects of the annual BICES Plan of Work (POW), as well as ad-hoc projects. In collaboration with assigned project teams, prepare and present reports to senior management to address investment, implementation schedules, and technical appraisals. Raise areas of concerns, identify and manage project risks and issues, and seek senior management decisions when necessary. Present and defend options before BICES Working Groups and leadership. Liaise with decision makers to ensure that human resources required by assigned projects are provided. In collaboration with BGX Finance, manage assigned project budgets and develop relevant documents for project-related procurements such as Statements of Work. In coordination with BGX Procurement, procure goods and service required for assigned projects.
Knowledge Management
Liaise with Requirement Action Officers, suppliers, and other in-house or external project stakeholders, to ensure that projects are on track and objectives are met. In collaboration with BGX Procurement services and project Team Leads, actively contribute to procurement activities (drafting of specifications, assessment and adjudication, etc.) and oversee the execution of the project-related contracts progress of invoicing, etc.).
Planning and Execution
Create and maintain project plans in accordance with established project management guidelines and procedures. Coordinate and perform the scheduling of project tasks and ensure that the appropriate in-house and/or external staffing and resources are available to meet the established timelines of the scheduled activities across the BGX.
Expertise Development
Provide expert advice to project teams, to the Head PPM Branch and to the BICES Programme Management Board (BPMB) on concepts, projects, activities and issues. Supported by the project technical lead, act as a project manager assessing design and technical proposals. Organise regular meetings with the project team. Advise and collaborate with the team and other functions within the BGX to ensure timely, cost effective and quality delivery of projects. Apply change and project management skills taking into consideration the BICES political and organizational environment.
Stakeholder Management
Proactively establish good working relationships with all divisional staff and with relevant stakeholders inside the BGX, within the BG and with NATO bodies and offices, such as the NATO Communications and Information Agency (NCIA). Support the Head PPM Branch for committee or board meetings.
People Management
Guide, oversee and manage the work of project teams composed of internal and external engineers, technicians and other experts. Provide information on training opportunities and regular feedback on performance. Recommend opportunities to improve staff performance, motivation, development and engagement to their respective supervisors.
Financial Management
Oversee the administration of allocated financial resources for specific developments and assigned existing services. Support the planning of necessary financial resources for future developments and the operation and maintenance costs of assigned existing services. Ensure the correct use of the project financial resources in accordance with authorized funding and applicable policy and practices of BGX funding. Review and assess contractor price proposals and invoices in accordance with NATO and BGX financial policies and regulations.
Perform any other duty as required.
4. INTERRELATIONSHIPS
The incumbent reports directly to the Head PPM Branch. S/He will mainly interact with BGX staff responsible for engineering, project, programme, policy, finance and operation as well as BGX decision boards. S/He will also support the Branch Head in engaging with government and military personnel within the BG and NATO. The incumbent will manage cross-divisional teams for the delivery of BGX projects.
Direct reports: N/A
Indirect reports: N/A
5. COMPETENCIES
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Analytical Thinking: Sees multiple relationships. Links causes and consequences at increasingly complex levels. Relates information objectively to reach logical conclusions and develops solutions.
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Flexibility: Adapts to unforeseen situations. Maintains personal effectiveness and efficiency in unexpected situations. Makes small or temporary organizational changes to meet the needs of a specific situation. Adapts tactics to fit the situation or the person.
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Impact and Influence: Takes multiple actions to persuade. Carefully prepares information and supporting arguments in anticipation of others’ reactions. Adapts a presentation or discussion to appeal to the interests and work environment of others. Calculates the impact of actions, words etc. on the audience and selects language and examples, which are appropriate to the situation and level of staff, dealt with.
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Initiative: Is decisive in a time-sensitive situation. Acts quickly and decisively in a crisis or other time-sensitive situation. Is unafraid to propose and/or take action when the norm would be to wait, study the situation and hope the problem will resolve itself.
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Organizational Awareness: Understands organisational climate and culture. Is aware of the unspoken limitations of the Organization, what is and is not possible at certain times or in certain situations. Adapts one’s approach to the Organization’s culture in order to bring about the optimal result.
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Teamwork: Cooperates. Participates willingly in the team, doing his/her share of the team’s work. Shares information and knowledge freely, offering support and cooperation.
6. CONTRACT
Contract to be offered to the successful applicant: Definite duration contract of three years with possibility of renewal.
Contract clause applicable:
This is a limited duration project post. Renewal of the original definite duration of three years is subject to funding and project requirement. The first 6 months of the contract will be considered as a probationary period.
If the successful candidate is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period, subject also to the agreement of the national authority concerned.
Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.
7. RECRUITMENT PROCESS
Please note that we can only accept applications from nationals of NATO member countries. Applications must be submitted using e-recruitment system, as applicable:
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For NATO civilian staff members only: please apply via the internal recruitment portal (link);
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For all other applications: www.nato.int/recruitment
Please note that at the time of the interviews, candidates will be asked to provide evidence of their education and professional experience as relevant for this vacancy.
Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.
More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)
8. ADDITIONAL INFORMATION
The BICES Group Executive (BGX) is a NATO body. NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. NATO welcomes applications of nationals from all member Nations, and strongly encourages women to apply.
Building Integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency and accountability in accordance with international norms and practices established for the defence and related security sector.
Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work.
Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with.
Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.
The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.
The BGX offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.
Please note that the BGX is located in Brussels, Belgium and is a non-smoking environment.
For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website. Detailed data is available under the Salary and Benefits tab.
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