3384 Program Support Officer

Required Security Clearance: NATO SECRET

DUTIES AND ROLE
Strategic planning
  • Contributes to the development of policies, processes, standards and guidelines for strategy development and planning.
  • Develops and communicates plans to drive forward the strategy and related change planning.
  • Provides support and guidance to help stakeholders adhere to the approach.
  • Ensures that all stakeholders are aware of the strategic management approach and timetables.
  • Collates information and creates reports and insights to support strategy management processes.
Specialist advice
  • Provides detailed and specific advice regarding the application of their specialism to the organization’s planning and operations.
  • Actively maintains knowledge in one or more identifiable specialisms.
  • Recognizes and identifies the boundaries of their own specialist knowledge.
  • Where appropriate, collaborates with other specialists to ensure advice given is appropriate to the organization’s needs.
Stakeholder relationship management
  • Deals with problems and issues, managing resolutions, corrective actions, lessons learned, and the collection and dissemination of relevant information.
  • Implements stakeholder engagement/communications plan.
  • Collects and uses feedback from customers and stakeholders to help measure the effectiveness of stakeholder management.
  • Helps develop and enhance customer and stakeholder relationships.
Business administration
  • Leads and coordinates strategic initiatives working across departmental or functional boundaries.
  • Designs the timetable of executive-level meetings and forums.
  • Sets agenda, format and desired outcomes for meetings.
  • Provides direction and receives progress updates from members of an executive team.
  • Meets collectively or individually with members of a leadership management team to follow up on action points, issues and risks.
  • Reports on progress and resolves issues.
  • Manages highly sensitive and confidential issues and information.
Office Administration
  • Organizes and coordinates large meetings and conferences.
  • Contributes to office administration improvements and best practices.
  • Consults on a full spectrum of enterprise office administration activities.
  • Designs office administration functions and workflow.
  • Monitors industry and marketplace trends and directions for office administration.
  • Monitors effectiveness of support staff; recommends improvements.
  • Establish and maintain communication channels with stakeholders.
Additional duties for this post:
  • Monitor the Key Performance Indicators of Projects and Services Execution and prepare reports and analysis to the BUO.
  • Support the BU Project Managers to monitor and control project progress to ensure resources are consumed in accordance with the approved budget and within the approved timelines.
  • Support reporting and communications with the BU and Business Area management, in order to ensure projects are monitored and controlled across all management levels.
  • Responsible for consolidating ServiceNow and EBA statistical reports and the tracking of submissions to align to expectations.
  • Resource planning alignment with the NIMSC RPMO on behalf of the BU.
  • Monitor the SA fund execution and prepare reports and statistical analysis for presentation to the Business Unit Owner (BUO) and other relevant stakeholders.
  • Act as the interface between the BU and NIMSC Front Office.
  • Monitor the SA fund execution and prepare reports and statistical analysis for presentation to the Business Unit Owner (BUO) and other relevant stakeholders.
  • Coordinate with NIMSC Staff Management Office to ensure swift and efficient workforce recruitment and contracting activity.
  • Support the production of Weekly, Monthly and Quarterly NIMSC Project and Service situation reports.
  • Perform other duties as required.
  • Deputize for higher grade staff, if required.
SKILL, KNOWLEDGE & EXPERIENCE
  • The candidate must have a currently active NATO SECRET security clearance.
  • A minimum requirement of a Bachelor's degree at a nationally recognized/certified University in a related discipline and 2-years post-related experience. Or, exceptionally, the lack of a university degree may be compensated by the demonstration of a candidate's particular abilities or experience that is/are of interest to NCIA, that is, at least 6-years extensive and progressive expertise in duties related to the function of the post.
  • Minimum two years of relevant experience, preferably in the delivery and implementation of management support mechanisms or other professional-level activities.
  • Proven ability to multi-task, manage time, deliver on responsibilities and work effectively under pressure while producing high-quality products, at times, under short deadlines.
  • Experience in presenting complicated issues in a clear, concise and persuasive manner.
  • Excellent writing and verbal skills, with proven experience in drafting and editing policies and/or reports/briefs.
Education, Experience and Training (Desirable):
  • Business Process design and implementation.
  • Proven experience in resource planning and personnel management.
  • Proven experience in budgetary planning and management.
  • Demonstrated proficiency with the complete Microsoft Office suite.
  • Proven experience in organization, coordination and communication.
Training/Certifications:
  • Management of Risk
  • PRINCE 2 Foundation
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