Business and PMO Support Services (NIMSC-2026-30)

Essential Qualifications/Experience:

·       The Contractor shall ensure that the assigned personnel shall demonstrate a minimum of three (3) years of professional experience in business administration, project support, or programme/PMO support functions within a complex, multi-stakeholder organisational environment. The assigned personnel shall demonstrate:

ü  Proven experience in supporting planning, coordination, reporting, and day-to-day business operations across multiple stakeholders, ensuring structured execution and follow-up of activities

ü  Demonstrated ability to prepare, structure, and maintain high-quality reports, dashboards, KPIs, and performance tracking tools, including consolidation, validation, and analysis of operational, financial, and project-related data to support decision-making and periodic reviews

ü  Experience in preparing agendas, presentations, and briefing materials, as well as producing accurate Minutes of Meetings (MoM), maintaining action trackers, and ensuring structured follow-up of tasks and decisions, with the ability to support clear and professional stakeholder communication

ü  Strong command of Microsoft Office applications, particularly Excel, Word, and PowerPoint, including advanced use of Excel for data analysis, tracking, and reporting, as well as experience with enterprise tools such as ServiceNow, SharePoint, Power BI, EBA, or equivalent systems for workflow, reporting, and information management

ü   Experience in supporting financial administration processes, including tracking of Purchase Requests (PRs), Purchase Orders (POs), and related financial workflows within enterprise systems

ü  Experience working within large, complex, and international organisations, with exposure to structured governance and reporting environments

ü  Previous experience working within NATO, preferably within NCIA or similar defence or governmental environments, which shall be considered an asset

ü  Strong written and verbal communication skills, with the ability to support stakeholder coordination in a structured, clear, and professional manner

·       The Contractor shall ensure that the assigned personnel possess a University Degree or equivalent higher vocational training in Business Administration, Management, Finance, Economics, Project Management, or a related field. Equivalent professional experience (minimum of five (5) additional years in relevant roles) may be accepted in lieu of a formal degree

DUTIES/ROLE:

·       Administrative, Reporting, and Documentation Support

ü  Preparation and maintenance of administrative documentation, reports, presentations, and correspondence

ü  Collection, consolidation, validation, and maintenance of data across programmes, projects, and services

ü  Development and maintenance of reports, dashboards, trackers, and KPI artefacts to support business operations and decision-making

ü  Ensuring data accuracy, quality control, and proper document management in accordance with applicable standards

·       Coordination and Stakeholder Support

ü  Support to the coordination of meetings, workshops, and governance activities, including preparation of agendas, briefings, and supporting materials

ü  Facilitation of structured communication and coordination across stakeholders

ü  Recording and distribution of Minutes of Meetings and maintenance of action trackers

ü  Monitoring and follow-up of actions to ensure timely completion and alignment

·       Tool, Data, and Governance Support

ü  Maintenance and update of information within corporate tools and platforms (e.g., ServiceNow, SharePoint or equivalent)

ü  Support to workflow tracking, request management, and administrative processes

ü  Maintenance of repositories and information management systems, ensuring data integrity and consistency

ü  Ensuring compliance with applicable governance, security, financial, and audit requirements

·       Financial and Business Operations Support

ü  Support to financial tracking activities, including budgets, Purchase Requests (PR), Purchase Orders (PO), expenditure, and revenue

ü  Maintenance of financial trackers and contribution to financial reporting across projects and services

ü  Support to financial planning, forecasting inputs, and execution monitoring

ü  Contribution to the development and tracking of financial and performance KPIs

ü  Support to management reviews and business performance reporting