SMB Operations Coordinator for NATO with secuirity clearance

Hybrid work. Outside of IR35. The contractor shall deliver services across SMB coordination (primary focus) and RM support (secondary focus), in accordance with the defined workload allocation:

1. SMB Operations Coordination (Primary – approximately 80%) • Capture, structure, and maintain SMB tasking in a centralised action tracker, including ownership, priorities, and deadlines • Monitor progress of activities and follow up on outstanding actions to ensure timely delivery • Prepare SMB meetings, including agenda development, coordination of inputs, and preparation of briefing materials • Prepares reports and statements as requested by SMB Head • Record meeting minutes and maintain decision and action logs • Consolidate inputs from stakeholders into structured reports and operational summaries • Provide the SMB Head with clear visibility of ongoing activities, risks, and bottlenecks • Support the drafting of structured communications on behalf of SMB leadership • Monitor adherence to established processes and flag inconsistencies, delays, or risks
2. ERM Support (Secondary – approximately 20%) • Maintain workforce trackers, including posts, vacancies, and hiring status •Track recruitment-related actions including onboarding and follow up on status updates with relevant stakeholders • Maintain financial tracking logs, including Purchase Requisitions (PRs), Purchase Orders (POs), invoices, and work confirmations • Maintain ERM-related task trackers (including service requests, SNOW tickets, and R2R actions) • Consolidate data inputs for RM reporting • Ensure ERM-related documentation is structured, current, and audit-ready
3. Deliverables • SMB action and task trackers • Meeting minutes, decision logs, and governance action trackers • Structured operational reports and summaries • Workforce tracking logs and hiring status reports • Financial tracking logs (PR/PO/Invoice/Work Confirmation • ERM-related task trackers and consolidated data inputs • Organised SharePoint repositories and document libraries
4. Roles and Responsibilities 4.1 SMB Operations Coordinator (Contractor) The contractor shall be responsible for the execution of coordination and support tasks and shall be accountable for the accuracy, timeliness, and completeness of maintained data and trackers. 4.2 SMB Head (SMBH) The SMB Head shall act as the primary tasking authority and shall retain responsibility for operational leadership, prioritisation, and decision-making. 4.3 Embedded Resource Manager (ERM) The ERM shall provide functional direction for RM-related activitiesand shall act as integrator across workforce, portfolio, and budget domains, including alignment of priorities where overlap exists.
5. Tasking and Prioritisation • Tasking shall be issued primarily by the SMB Head • ERM-related tasking shall be issued by the Embedded Resource Manager • In the event of conflicting priorities, the contractor will present the issue to the SMBH and the ERM for resolution. • The contractor shall not independently reprioritise assigned tasks
6. Constraints and Boundaries • Not perform decision-making functions or act in an authoritative capacity • Not assume ownership of workforce, portfolio, or budget management activities • Not act as a deputy or substitute for the SMB Head or EmbeddedResource Manager • Not engage stakeholders with commitments or decisions without prior direction • Escalate uncertainties, conflicts, or risks in a timely manner
7. Performance Standards • Maintain accurate, consistent, and up-to-date data across all trackers • Ensure traceability of actions, decisions, and communications • Provide timely follow-up and status updates • Maintain structured, organised, and audit-ready documentation • Demonstrate proactive and reliable coordination practices
8. Workload Allocation • SMB Operations Coordination: ~80% • RM Support: ~20% Requirements Description: •Minimum of A-levels (or equivalent), supplemented by relevant vocational qualification or professional experience in business administration, operational coordination, management support, or a related discipline. •Relevant professional experience may be considered in lieu of formal qualifications. •Minimum 3–5 years of relevant experience in administrative, coordination, or operational support roles within a structured environment. Demonstrated capability in: •Proven experience coordinating day-to-day operations within a structured, fast-paced, and high-volume environment, including maintaining action trackers and ensuring proactive follow-up on tasks, deliverables, and deadlines. •Proven experience supporting governance activities and leadership meetings, including agenda preparation, minutes, actionlogs, decision tracking, and coordination of briefing materials. •Demonstrated ability to prepare structured reports, operational summaries, dashboards, and professional correspondence to support leadership visibility and operational awareness. •Proven experience maintaining organised, traceable, and auditready documentation, including trackers, logs, and structured SharePoint repositories. •Strong proficiency in Microsoft Excel, including advanced tracker management, data consolidation, and reporting activities. •Proven experience structuring and maintaining SharePoint sites or similar collaboration platforms to support operational coordination, document control, workflow visibility, and information management. •Proven ability to coordinate effectively across multiple stakeholders and functions, support coordination of competing priorities under tight timelines, and maintain visibility across activities within a matrix environment without assuming decisionmaking authority or supervisory responsibilities. Desirable Qualifications and Experience •Familiarity with service management principles and coordination of operational workflows within a structured environment. •Experience supporting financial or procurement tracking activities(e.g. PR/PO monitoring, invoice tracking, or reporting support) within a coordination function. •Relevant SharePoint certification or advanced SharePoint user experience. •Experience supporting reporting activities, dashboards, or briefingmaterials for leadership visibility. •Experience within an international, governmental, or defence environment is considered an advantage.