Asset Management Process Specialist

Spektrum have a wide range of exciting opportunities in several global locations.

We are always looking to add great new talent to our team and look forward to hearing from you.

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.

Who we are supporting 

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: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.
• Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
• Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.
• Information Management: The NCIA manages NATO's information technology infrastructure, including its 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 program

Assistance and Advisory Service (AAS)

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, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorise's: NATO International Civilians (NIC)'s, Military (Mil), and Interim Workforce Consultants (IWC)'s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

Role Background

The NCIA has been established with a view to meeting the collective requirements of some or all NATO nations in the fields of capability delivery and service provision related to Consultation, Command & Control as well as Communications, Information and Cyber Defence functions, thereby also facilitating the integration of Intelligence, Surveillance, Reconnaissance, Target Acquisition functions and their associated information exchange.

Chief Service Operations (CSO)

CSO is accountable for the day-to-day oversight of CIS services throughout the Area of Responsibility (AOR). We are responsible for CIS operational situational awareness to the GM and Chief of Staff (COS) and act as CIS operational coordination authority for day-to-day in-service support across the Agency's portfolio.

NCIA Asset Management Branch (AMB) Team

The Asset Management Branch facilitates and accounts for all lifecycle aspects of the Asset Management and Logistics within the NCIA. It coordinates all asset management aspects with internal and external entities and provides a full in-depth view on all related data to enable command and control within NATO Organizations. The asset Management Branch supports NCI Agency's ability to account accurately for all assets in operational requirements and financial statements, support services and operations.

Role Duties and Responsibilities

Project Guidance and Coordination

• The Contractor shall produce detailed Asset Management Process Design Document, including
  • process maps,workflows,KPIs 0- linked to the contractors progress on the overarching outsourced process design project.
• The Contractor shall produce a detailed design for the Enterprise SMC Access Management toolset. Coordinate the implementation of updated layer 4 processes into Asset Management System when provided by the contractor of the overarching outsourced process design project.
• Execute the migration plan and completed data migration as designed by overarching outsourced process design project.
• Review the user training materials and Admin training materials as provided by overarching outsourced process design project
• The Contractor shall produce a detailed design for the Change Management toolset.
• The Contractor shall provide Post-implementation Support.
• The Contractor shall coordinate the process change management

Implementation

• The Contractor shall clarify, document, review, prioritise and coordinate the Asset Management Improvements/Issues List.
• The Contractor shall plan, drive and lead/support multiple Process improvement work streams and activities within the Asset Management branch and proactively monitor progress, resolve roadblocks and initiate appropriate corrective action.
• The Contractor shall plan, organise and (co-)facilitate workshops with key stakeholders across the Agency to establish detailed process understanding and requirements for improvement
• The Contractor shall organise and lead the necessary business scoping and design activities to arrive at pragmatic solutions that enable the implemented successfully in the Agency’s ERP context
• The Contractor shall ensure business and other Agency stakeholders are aware of the implications of planned changes, and that they are sufficiently well informed to prepare their business areas, revising procedures and staff guidelines as necessary.
• The Contractor shall initiate extra activities and other management interventions wherever gaps in the processes are identified or issues arise
• The Contractor shall monitor the issues / improvements and reporting on the progress of the different work streams at regular intervals to the branch/project.
• The Contractor shall assign tasks to team members to ensure work stream objectives are completed.
• The Contractor shall be able to cover the above in the domain of the list of areas / improvements to be coordinated, prioritized and tackled at the level 4.
  • Local Stock management
  • Asset Write-off / Disposal process
  • Procure-to-Pay Process
  • Spare Parts / Consumables / Urgent Needs
  • Asset Management Principles
  • Roles & Responsibilities
  • Communication & Alignment

Handover Sprints

• The Contractor shall handover to Purchaser team all developed designs, installation, configuration files and their related documentation of the completed Tasks related to the implementation of Enterprise SMC toolsets
• The Contractor shall handover to Purchaser team all documentation, developed designs, installation, configuration files and their related documentation of the completed Tasks related to the integration of Federated Mission Network

Essential Skills and Experience

• Extensive relevant and recent experience (at least 10 years) all;
• IT Service Management experience in a military service provider environment;
• Knowledge of applying ITIL or corresponding service management industry framework;
• Prior experience of working in an international environment comprising both military and civilian elements;
• Experience working within process/system transformation initiatives in the areas of (IT) Asset Management, Finance and Procurement;
• Experience in delivering and driving transversal change programs finance, procurement or Asset Management world, coordinating and prioritizing issues / improvements, driving complex changes throughout the full Asset lifecycle using a pragmatic/agile approach;
• Experience with setting up projects and work streams, documenting and analysing issues, preparing cross functional workshops,… following through execution of those projects and work streams with a history of achieving results;
• Experience with design and implementation of new or improved processes, procedures or organizations using a pragmatic approach while securing buy-in and support from key stakeholders;
• Prior experience working at NATO Communication and Information Agency. Prior experience of working in an international environment comprising both military and civilian elements; Knowledge of asset management lifecycle processes and best practices;
• Knowledge in the area of stock management, procure-to-pay process, obsolescence management, asset disposal, asset impairment, barcode scanning solutions, software assets, cryptographic assets, and assets under constructions;
• Prior experience with Oracle ERP (EBS) and Business Intelligence;

Desirable Skills and Experience

• Project Management, Prince 2;
• Experience in defining and maintaining Enterprise Architectures;
• ITIL Process development;
• Microsoft SharePoint;
• Prior experience working with external contractors for delivery of services and following budget execution;
• Prior experience with Atlassian Jira;
• Proven experience in customer focused roles and customers relationship management;
• Able to operate autonomously under time pressure, and able to multitask continuously;
• Ability to independently produce project documentation in English, including comprehensive Price Proposals and Statements of Work, Memoranda of Decision, etc;
• Ability to interact and coordinate with internal and external stakeholders (including customers) as per the principles and best practices for stakeholder management;
• Knowledge of NATO responsibilities and organization, including ACO, ACT;
• Technical management and leadership experience;
• Knowledge of NATO’s secondary language (French);

Language Proficiency

• Business English

Education

• A university degree in computer science or a related scientific or engineering discipline. The lack of a university degree may be compensated by the demonstration of particular abilities or experience of interest to the Agency;

Working Location

• Mons, Belgium

Working Policy

• On-Site

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.