Project Assistant

Primary Location

Belgium-Mons

NATO Body

Supreme Headquarters Allied Powers Europe (SHAPE)

Schedule

Full-time

Application Deadline

25-Sep-2026, 11:59:00 PM

Salary (Pay Basis)

4,738.84

Grade

NATO Grade G10

Post Context/Post Summary

SHAPE is NATO’s strategic headquarters supporting the Supreme Allied Commander Europe (SACEUR). This position supports a programme delivering new headquarters facilities.

The Project Assistant (Version Control) supports the Programme Office for the new Supreme Headquarters (POSH) by maintaining accurate version control of project deliverables and ensuring traceability across Host Nation activities. Working within the Command Group, the role provides structured administrative and coordination support, monitors modifications across Infrastructure, Security and CIS domains, and safeguards the consistency of documentation throughout the transition to the future SHAPE headquarters.

Principal Duties

The incumbent's duties are:

• Assists the Project Manager (Version Control) in implementing procedures related to version control, in order to ensure the consistency and traceability of various deliverables received or produced by POSH. These include project documentation, deliverables across the various phases of the delivery of the new SCF (HN(BEL)), deliverables related to CIS/ICT projects (HN(NCIA)), and deliverables related to Transition Activities (HN(SHAPE)).
• Assists the Project Manager (Version Control), as well as the entire POSH team, in monitoring modifications, alterations, and variations implemented on the construction site throughout the Transformation Programme in disciplines such as Infrastructure, Security, and CIS, by ensuring close coordination with the relevant Site Coordinators for each discipline.
• Creates and maintains version control logs to manage modifications efficiently and effectively, reducing disruptions to project timelines and budgets and ensuring clear deliverables are included in the final handover documentation, alongside the as-built documentation. Close coordination with the Principal Assistant (Information Knowledge Management) is required to maintain a comprehensive and accessible overview.
• Collects data to measure the impact of modifications, advises on the use of project management tools, identifies areas for improvement, and suggests enhancements to the version control process.
• Supports the Project Manager (Version Control) in monitoring the progress of modifications to ensure timelines and deliverables are met, and maintains accurate and up-to-date records.
• Coordinates with POSH Project Managers to ensure modification activities are integrated into project plans.
• Identifies and maintains contact lists of stakeholders affected by adaptations and modifications, schedules and facilitates stakeholder meetings, and ensures their needs and concerns are addressed. Promotes collaboration and transparency.
• Coordinates meetings, prepares agendas, takes minutes for version control-related discussions, and maintains organized documentation of all adaptation, modification, variation, and amendment plans, strategies, and reports.
• Assists in handling administrative tasks related to the version control process and reports any modifications to the version control of documents to the Project Manager (Version Control).
• Generates reports and metrics on project performance and compliance with the approved project scope for the Project Manager (Version Control) and relevant POSH stakeholders, in order to support informed decision-making.

Special Requirements And Additional Duties

The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract.

Undertakes all additional duties as directed by Director POSH.

Although the work is mainly performed in a Normal NATO office working environment, it will be required to regularly access the Construction site to inspect, monitor and report activities, support visits and attend meetings. The work is occasionally performed in a Construction Site including access to hard-hat areas. Slightly Undesirable Conditions apply. The risk of injury is categorised as Light Risk of Injury.

Professional/Experience

ESSENTIAL QUALIFICATIONS

• Experience with the creation and documentation of version control.
• Proficient with office processing tools (e.g. MS Office tools)
• Experience in PRINCE 2 (or other project management methodologies) at least in a project support role.
• Knowledge of one or more of the following software and systems: Archibus, Planon, Autodesk Construction Cloud;

Education/Training

Higher Secondary education and intermediate vocational tra