SharePoint Document Management 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 ID – 2025-0153

Role Background

The NCI Agency 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 The NATO Communications and Information Agency (NCI Agency) is dedicated to acquiring, deploying, and defending communication systems for NATO’s political decision-makers and Commands. It operates on the frontlines against cyber-attacks, collaborating closely with governments and industry to prevent future debilitating attacks. The NCI Agency plays a crucial role in maintaining NATO’s technological edge and ensuring the collective defence and crisis management capabilities of the Alliance. In pursuit of our mission, we require specialized advisory services to enhance our interim workforce capacity.

NIMSC SATCOM Business Unit provides NATO and its Partners with scalable, protected, secure, reliable, and integrated SATCOM Services with focus on NATO Operations, Crisis Response, Missions, Exercises and Business Continuity. NIMSC SATCOM has Life-Cycle responsibility for SATCOM Capabilities and Services. NIMSC SATCOM offers Capabilities and Services that are designed, integrated and tested to operate based on Satellite Communication Technologies, accessible from any location on the Globe. NIMSC SATCOM operates the NATO Satellite Communication (SATCOM) Ground Stations in Kester (BEL), Lughezzano (ITA), Atalanti (GRC),Izmir (TUR), Eggemoen (NOR), Costa Da Caparica (PRT) and supports NISRF Sigonella, Catania (Italy ).

Problem Statement

• Current State: The organization currently uses a combination of legacy platforms, including TT-Coms and a loosely structured SharePoint instance, to manage its documentation. These environments suffer from inconsistentpractices, limited access controls, and a lack of standardized processes for document lifecycle management.
• Impact: This fragmented approach limits efficiency, introduces compliance risks, impedes collaboration, and challenges the ability to retrieve critical engineering and management information in a timely and secure manner.
• End State: The objective is to establish a centralized and well-governed SharePoint document management environment. This solution will incorporate role-based access controls, consistent metadata and taxonomy, template documentation standards, and improved usability—aligning with NATO policies and best practices.

Role Duties and Responsibilities

• Designing and implementing a structured document management system within SharePoint.
• Creating and managing SharePoint libraries, metadata schemas, and taxonomy models.
• Planning and executing the migration of documents and folder structures from TT Coms and legacy SharePoint environments.
• Establishing document access control policies and configuring role-based permissions.
• Developing document templates for use across engineering and management functions.
• Establishing document lifecycle management workflows (e.g., versioning, archiving, approvals).
• Providing comprehensive training to users on new procedures, templates, and SharePoint features.
• Creating and maintaining detailed user manuals and training materials tailored to various user roles.
• Supporting collaboration between technical and program management teams.
• Providing support for audit and compliance reviews.
• Creating dashboards and reporting capabilities within SharePoint.
• Monitoring adoption and proposing continuous improvements.

Essential Skills and Experience

• At least 5 years of professional experience in document management and governance.
• Proven expertise with SharePoint (Online or On-Premise), including permissions, metadata, workflows, and customization.
• Experience working with engineering or technical documentation.
• Strong knowledge of document control standards and lifecycle management.
• Skilled in change management and user training.
• Excellent communication and interpersonal skills.

Desirable Skills and Experience

• Background in engineering or familiarity with engineering workflows.
• Previous experience with NATO or similar defense organizations.
• Knowledge of ITIL, PRINCE2, or other project/service management frameworks.

Language Proficiency

• Business English
• Local language is desirable to know

Education

• University degree in Information Management, Library Science, IT, or related field, or at least 8 years working in the field.

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.