SharePoint UX Specialist (Navigation, Metadata, Secure Sites) for NATO with security clearance

📍 Job Overview

Job Title: SharePoint UX Specialist (Navigation, Metadata, Secure Sites) for NATO with security clearance

Company: WLG

Location: Brussels, Belgium

Job Type: FULL_TIME

Category: Information Technology / Operations Support

Date Posted: October 02, 2026

Experience Level: Mid-Level (5-10 years)

Remote Status: On-site

🚀 Role Summary

• Information Architecture & UX Design: Spearhead the redesign and optimization of a critical SharePoint environment for a multinational defense organization, focusing on enhancing user experience and information findability.

• Security & Access Control: Implement and refine robust role-based access and permission structures within the SharePoint platform to ensure data security and compliance in a sensitive operational context.

• Process Automation & Efficiency: Identify opportunities to automate manual processes and workflows within SharePoint, driving operational efficiency and reducing administrative overhead.

• Stakeholder Management & Documentation: Collaborate closely with knowledge management officers and present findings and solutions to a project steering group, ensuring clear communication and successful project delivery.

📝 Enhancement Note: This role is specifically tailored for an individual with deep SharePoint expertise, particularly within highly regulated or security-sensitive environments. The emphasis on "security is the whole point" and "security-sensitive or regulated settings" indicates a need for a candidate who understands and can implement stringent access controls and data protection measures within the SharePoint framework. The role can be categorized under IT Operations Support due to its focus on system management, optimization, and process improvement within a critical infrastructure.

📈 Primary Responsibilities

• Conduct comprehensive assessments of the existing SharePoint estate, analyzing site structure, permissions, content organization, and current usage patterns to identify inefficiencies, security gaps, and areas for improvement.

• Translate functional and non-functional requirements gathered from knowledge management officers and end-users into actionable design specifications for a more intuitive and consistent SharePoint user experience.

• Redesign and optimize SharePoint site navigation, document libraries, metadata schemas, and content structures to ensure users can locate information efficiently and effectively.

• Identify and implement workflow automation solutions for repetitive or manual tasks within the SharePoint environment, leveraging SharePoint's native capabilities or integrated tools.

• Review, configure, and implement granular role-based access control (RBAC) and permission models to align with NATO security policies and protect sensitive information.

• Develop clear and concise technical documentation for the redesigned SharePoint architecture, user guides, and implemented processes, suitable for technical and non-technical stakeholders.

• Present findings, design proposals, and project progress to the project steering group, articulating the value proposition and impact of proposed changes.

• Collaborate with on-site teams to ensure seamless integration of the new SharePoint design and functionalities into daily operations.

📝 Enhancement Note: The responsibilities highlight a hands-on approach to SharePoint system enhancement, moving beyond simple configuration to strategic information architecture and UX improvement. The emphasis on "automating what should never have been manual" and "reviewing and implementing role-based access and permission structures" points towards a senior-level individual contributor role focused on tangible system improvements and security hardening.

🎓 Skills & Qualifications

Education: Bachelor's degree in Computer Science, Information Technology, Information Management, or a related field is preferred. Equivalent practical experience in SharePoint administration, development, or information architecture will be considered.

Experience: A minimum of 5-10 years of hands-on experience with Microsoft SharePoint, demonstrating a strong understanding of its configuration, information architecture, and UX principles.

Required Skills:

• SharePoint Expertise: Proven, in-depth experience with SharePoint Online and/or SharePoint Server, including site configuration, administration, and content management.

• Information Architecture: Demonstrated ability to design and implement effective information architecture, including site structures, navigation schemes, and content organization strategies.

• UX/Usability Design: Strong track record of applying UX and usability principles to improve the user experience within SharePoint environments.

• Metadata Management: Expertise in designing and implementing robust metadata strategies and custom content types to enhance searchability and data governance.

• Security & Permissions: Experience building and managing secure SharePoint environments, including the configuration of role-based access controls, permission levels, and security groups in sensitive or regulated settings.

• Workflow Automation: Proficiency in designing and implementing automated workflows using SharePoint Designer, Power Automate, or other relevant tools.

• Requirement Gathering: Ability to effectively gather and document user requirements from diverse stakeholders.

• Technical Documentation: Excellent written English skills for creating clear and comprehensive technical documentation and reports.

• Communication & Presentation: Confidence and ability to brief technical and non-technical audiences, including project steering groups.

Preferred Skills:

• Experience working within NATO, defense, or other government organizations.

• Familiarity with security compliance standards relevant to defense organizations.

• Experience with content migration strategies and tools.

• Knowledge of SharePoint governance best practices.

• Experience with Power Platform (Power BI, Power Apps) for extended SharePoint solutions.

📝 Enhancement Note: The "5-10 years" experience level suggests a mid-level to senior specialist role, requiring a solid foundation of practical experience rather than entry-level knowledge. The emphasis on "security-sensitive or regulated settings" is a critical differentiator, implying a need for candidates who have navigated complex compliance and security requirements.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• SharePoint Site Redesign Case Studies: Showcase examples of SharePoint sites you have redesigned, detailing the challenges, your approach to information architecture and UX, and the resulting improvements in usability and efficiency.

• Metadata Strategy Examples: Provide documentation or examples of metadata schemas you have developed, illustrating how they improve content discoverability and data management.

• Workflow Automation Demonstrations: Include case studies or descriptions of workflows you have automated within SharePoint, highlighting the process, tools used (e.g., Power Automate), and the impact on efficiency.

• Security Implementation Examples: Detail instances where you have implemented or significantly enhanced security structures, role-based access controls, and permission models in SharePoint environments. Quantify the security improvements if possible.

• User Experience Improvement Metrics: Present data or metrics demonstrating the impact of your UX improvements on user adoption, task completion rates, or user satisfaction within SharePoint.

Process Documentation:

• Information Architecture Design Documents: Samples of documentation outlining site structures, navigation flows, and content types for SharePoint implementations.

• Workflow Design Specifications: Examples of documents detailing the logic, steps, and triggers for automated workflows implemented in SharePoint.

• Security Policy Implementation Guides: Documentation illustrating how security policies were translated into actionable SharePoint permission structures and access controls.

• User Training Materials: Examples of guides or materials created to onboard users to new SharePoint features or optimized site structures.

📝 Enhancement Note: For a role focused on SharePoint UX and security, a portfolio demonstrating tangible improvements in usability, information findability, and security posture is crucial. The ability to articulate the process behind these improvements, supported by clear documentation and, ideally, quantifiable results, will be key to impressing the hiring team.

💵 Compensation & Benefits

Salary Range: Given the specialized nature of the role, the requirement for a security clearance, and the location in Brussels, Belgium, a competitive salary is expected. For a mid-level to senior SharePoint UX Specialist with 5-10 years of experience and security clearance, the estimated annual salary range in Brussels would typically be between €60,000 and €85,000, depending on the exact experience, specific security clearance level, and the negotiation.

Benefits:

• Comprehensive health insurance package, potentially including dental and vision.

• Pension scheme contributions.

• Paid time off, including vacation days, public holidays, and sick leave.

• Professional development opportunities, such as training, certifications, and conference attendance, relevant to SharePoint and UX.

• Potential for performance-based bonuses.

• Access to company-provided IT equipment and software.

• Opportunity to work on high-impact projects for a significant international organization.

Working Hours: The standard working hours for this role are 40 hours per week. While an on-site position, there may be some flexibility in daily start and end times, subject to team coordination and project needs, particularly for focused individual work.

📝 Enhancement Note: The salary estimate is based on general market research for IT specialists in Brussels, Belgium, with mid-to-senior level experience, adjusted for the specialized skills (SharePoint UX, security) and the critical requirement for a security clearance, which often commands a premium. Benefits are typical for full-time professional roles in Western Europe.

🎯 Team & Company Context

🏢 Company Culture

Industry: The role is situated within the professional services sector, specifically supporting a multinational defense organization, which operates within the government and public sector, and technology industries. This context implies a highly structured, process-driven, and security-conscious environment.

Company Size: WLG (likely referring to a consultancy or service provider like Womble Bond Dickinson or a similar entity, though the provided URL is generic) operates in a professional services capacity. The specific project team will likely be small and focused, working embedded within or closely alongside the client's team.

Founded: The founding date of WLG is not provided, but the focus on a specific project for a long-standing entity like NATO suggests a mature operational environment.

Team Structure:

• Project-Based Team: You will be part of a dedicated project team focused on the SharePoint estate review and redesign. This team likely includes project managers, knowledge management officers from the client organization, and potentially other IT specialists.

• Embedded Collaboration: The role requires close, on-site collaboration with the client's knowledge management officers and potentially their IT security and infrastructure teams.

• Cross-Functional Interaction: Expect to interact with various stakeholders within the defense organization, including end-users from different departments and potentially members of the project's steering group.

Methodology:

• Agile/Iterative Approach: While not explicitly stated, projects involving redesign and optimization often benefit from iterative development and feedback loops, especially when working with evolving user requirements.

• Security-First Mindset: All operations and design decisions will be guided by a paramount focus on security, compliance, and data protection.

• Data-Driven Analysis: Assessments and design choices will be informed by data analysis of current site usage, performance metrics, and user feedback.

Company Website: https://career.wlgroup.eu

📝 Enhancement Note: The context of working for a "multinational defence organisation" and "NATO" is critical. This means the operational environment will be highly regulated, with stringent security protocols, formal communication channels, and a strong emphasis on reliability and compliance. The "SharePoint people actually want to use" tagline suggests a recognition that even in secure environments, user experience matters for productivity.

📈 Career & Growth Analysis

Operations Career Level: This role is positioned as a Specialist or Senior Specialist within the SharePoint and Information Architecture domain. It offers an opportunity to lead a specific, impactful project, demonstrating end-to-end ownership from assessment and design through to implementation and documentation.

Reporting Structure: You will likely report to a project manager or a lead consultant within WLG, while working very closely with the client's knowledge management officers. Direct reporting to the client's internal IT or KM leadership may also be part of the structure, especially for steering group presentations.

Operations Impact: The role has a direct impact on the operational efficiency and security posture of a critical defense team. By improving SharePoint usability, findability, and security, you will enhance the team's ability to access information, collaborate securely, and perform their duties more effectively, directly contributing to the organization's mission.

Growth Opportunities:

• Specialized Skill Development: Deepen expertise in SharePoint governance, security configurations, and advanced UX design within regulated environments.

• Project Leadership: Gain experience managing a self-contained project from initiation to completion, including stakeholder management and presentation to senior leadership.

• Cross-Organizational Exposure: Build a strong understanding of operational challenges and IT requirements within a major international defense organization.

• Potential for Future Engagements: Successful completion of this project can lead to further opportunities within WLG or with the client organization, potentially in roles involving broader IT strategy, security, or digital transformation initiatives.

📝 Enhancement Note: The growth path for this role is focused on deepening specialized technical expertise and project management skills within a high-stakes, secure environment. It's less about climbing a traditional corporate ladder and more about becoming a highly valued subject matter expert in a niche but critical area.

🌐 Work Environment

Office Type: The role is strictly on-site, requiring the specialist to work within the facilities of the multinational defense organization in Brussels. This implies a professional office environment, likely with strict access controls and security protocols.

Office Location(s): Brussels, Belgium. Specific details about the office building or campus would be provided upon engagement. Accessibility via public transport and parking information would be relevant for candidates.

Workspace Context:

• Secure Environment: Expect a highly secure workspace with restricted access, potentially requiring identity checks and adherence to specific security policies.

• Collaborative Setup: The role emphasizes working closely with the client's knowledge management officers and other team members, suggesting a collaborative workspace designed for team interaction, possibly including meeting rooms and shared project areas.

• Standard Office Amenities: Access to standard office equipment, reliable internet connectivity, and necessary IT infrastructure will be provided.

Work Schedule: The standard 40-hour work week is expected. Given the project's nature and on-site requirement, punctuality and consistent presence during core business hours are important. While some flexibility might be possible, the emphasis will be on delivering project milestones and collaborating effectively with the on-site team.

📝 Enhancement Note: The on-site requirement and the context of a defense organization mean the work environment will be highly structured and security-focused. Candidates should be prepared for a professional, potentially formal, atmosphere with strict adherence to protocols.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: A review of your CV and portfolio to assess your SharePoint expertise, UX skills, and experience in secure environments.

• Technical Interview: In-depth discussion about your SharePoint knowledge, information architecture principles, security best practices, and automation experience. You may be asked to walk through specific examples from your portfolio.

• Scenario-Based Assessment: You might be presented with hypothetical scenarios related to SharePoint design, security challenges, or user issues within a defense context, and asked to propose solutions.

• Cultural Fit & Security Briefing: Discussion to assess your fit with the project team and the client's organizational culture. This stage will also involve a briefing on the security requirements and clearance process.

• Final Interview: Likely with senior project leadership or client representatives to discuss project alignment and confirm suitability.

Portfolio Review Tips:

• Curate for Relevance: Select 2-3 of your strongest projects that best showcase your SharePoint UX, information architecture, and security implementation skills.

Prioritize projects from similar regulated or security-sensitive environments if possible.

• Structure Your Case Studies: For each project, clearly outline:

  • The problem/challenge you addressed.
  • Your specific role and contributions.
  • Your design process and methodology.
  • The solutions implemented (e.g., navigation redesign, metadata schema, security configurations).
  • The results achieved (quantifiable metrics are ideal, e.g., improved search time, reduced access errors, increased user adoption).

• Highlight Security Expertise: Explicitly detail how you managed permissions, implemented role-based access, and ensured data security and compliance in your examples.

• Demonstrate UX Principles: Clearly articulate how user needs were considered and how your design decisions improved usability and efficiency.

• Prepare for Technical Deep Dives: Be ready to discuss the technical details of your SharePoint configurations, workflow logic, and metadata structures.

Challenge Preparation:

• SharePoint Navigation Design: Be prepared to discuss strategies for creating intuitive and effective navigation for complex site structures.

• Metadata Strategy Development: Understand how to design and implement a robust metadata strategy that supports search, governance, and reporting.

• Security Policy Implementation: Be ready to explain how to translate security requirements into practical SharePoint permission models.

• Process Automation Scenarios: Think about common manual tasks in a knowledge management context that could be automated using SharePoint and Power Automate.

📝 Enhancement Note: The emphasis on a security clearance and working for NATO means the interview process will likely be thorough, with a significant focus on assessing your ability to handle sensitive information and operate within a highly controlled environment. Your portfolio should directly address these aspects.

🛠 Tools & Technology Stack

Primary Tools:

• Microsoft SharePoint: Deep expertise in SharePoint Online and/or SharePoint Server (depending on the client's version) is paramount. This includes site collection administration, site creation, list and library configuration, content types, and permissions management.

• Microsoft 365 Suite: Familiarity with the broader M365 ecosystem, including OneDrive, Teams, and potentially other collaboration tools that integrate with SharePoint.

• Power Automate: Proficiency in designing and implementing automated workflows for tasks such as approvals, notifications, data collection, and content management.

• SharePoint Designer (if applicable): Experience with older versions of SharePoint or specific client environments might require familiarity with SharePoint Designer for custom workflows and branding.

Analytics & Reporting:

• SharePoint Usage Analytics: Understanding how to leverage built-in SharePoint analytics to assess site usage, content popularity, and user behavior.

• Microsoft Power BI: Ability to connect SharePoint data to Power BI for advanced reporting and visualization, demonstrating key performance indicators (KPIs) and impact.

• Excel: Proficiency in using Excel for data analysis, reporting, and ad-hoc data manipulation.

CRM & Automation:

• Not directly CRM-focused: While SharePoint can manage project data, the primary focus is on content management and internal collaboration rather than a traditional CRM.

• Workflow Automation Platforms: Primarily Power Automate, but understanding integration points with other business process management (BPM) tools might be beneficial.

• Information Governance Tools: Familiarity with tools or features that support information lifecycle management, compliance, and data retention policies within SharePoint.

📝 Enhancement Note: The technology stack is heavily Microsoft-centric. The core requirement is deep SharePoint knowledge, complemented by strong skills in workflow automation (Power Automate) and data analysis/reporting tools. Experience with security and compliance features within M365 is also highly valuable.

👥 Team Culture & Values

Operations Values:

• Security & Integrity: A paramount commitment to data security, confidentiality, and adherence to strict protocols is non-negotiable. Every action must be viewed through a security lens.

• Efficiency & Optimization: A drive to improve processes, eliminate manual tasks, and enhance system performance to support the operational effectiveness of the team.

• Collaboration & Communication: A willingness to work closely with diverse teams, share knowledge, and communicate clearly and effectively with both technical and non-technical stakeholders.

• Reliability & Accountability: A commitment to delivering high-quality work, meeting project deadlines, and taking ownership of responsibilities within the project scope.

• User-Centricity (within Security Constraints): While security is the priority, there's an underlying value in designing systems that are usable and functional for the end-users, balancing security needs with operational requirements.

Collaboration Style:

• Embedded & Integrated: You will be expected to integrate seamlessly with the client's team, working side-by-side with knowledge management officers and other subject matter experts.

• Formal & Structured: Communication and collaboration will likely follow established protocols, especially given the defense organization context. This means clear documentation, formal presentations, and structured meetings.

• Proactive & Responsive: While working within a structured environment, a proactive approach to identifying issues and a responsive attitude to requests and feedback will be valued.

• Knowledge Sharing: A culture that encourages sharing best practices, lessons learned, and technical insights to benefit the project and the broader organization.

📝 Enhancement Note: The culture will be shaped by the demands of working for a defense organization. Expect a professional, serious, and security-conscious environment where precision, reliability, and adherence to protocol are highly valued.

⚡ Challenges & Growth Opportunities

Challenges:

• Navigating Complex Security Requirements: Adapting to and implementing highly stringent security policies and access controls within SharePoint can be challenging, requiring meticulous attention to detail.

• Balancing UX with Security: Finding the optimal balance between providing a user-friendly experience and maintaining robust security measures will be a continuous challenge.

• Legacy Systems & Processes: Dealing with an existing SharePoint estate that has "grown unevenly" may involve overcoming technical debt, user resistance to change, and entrenched manual processes.

• Stakeholder Alignment: Ensuring buy-in and managing expectations from a diverse steering group and end-users with varying technical aptitudes and priorities.

• On-Site Requirement: For candidates accustomed to remote work, the strict on-site mandate in Brussels may present a personal adjustment.

Learning & Development Opportunities:

• Deep Dive into Defense IT Operations: Gain unparalleled insight into the IT infrastructure and operational challenges of a major international defense organization.

• Advanced SharePoint Security & Governance: Become an expert in implementing and managing security for sensitive data within SharePoint, a highly sought-after skill.

• UX for Regulated Environments: Develop specialized skills in designing user experiences that meet rigorous compliance and security standards.

• Cross-Cultural Collaboration: Enhance skills in working effectively with international teams and stakeholders from different national backgrounds.

• Project Delivery Excellence: Hone project management and delivery skills within a high-stakes, mission-critical environment.

📝 Enhancement Note: The primary challenges revolve around the inherent complexities of working in a high-security defense environment. The growth opportunities are significant for those looking to specialize in niche, high-demand areas of IT operations and information management.

💡 Interview Preparation

Strategy Questions:

• "Describe a time you significantly improved the user experience of a SharePoint site. What was the problem, what did you do, and what was the measurable outcome?"

  • Preparation: Prepare a STAR method answer focusing on your UX design process, user research, and quantifiable results. Highlight your ability to translate user needs into actionable design changes.

• "How would you approach designing a metadata strategy for a large document repository in a security-sensitive environment? What are the key considerations?"

  • Preparation: Discuss principles of taxonomy design, content types, managed metadata, and how to balance searchability with security classifications. Emphasize how metadata can support access control.

• "Imagine you need to implement strict role-based access for different departments within a single SharePoint site. Walk me through your process, including how you would ensure compliance and minimize administrative overhead."

  • Preparation: Detail your understanding of SharePoint groups, permission levels, inheritance, and potentially Azure AD integration. Explain how you would define roles and map them to permissions, considering security best practices.

• "What are the most critical security considerations when managing SharePoint sites for a defense organization?"

  • Preparation: Discuss data classification, access control, data loss prevention (DLP), auditing, encryption, and adherence to specific security frameworks or policies relevant to defense.

• "How do you stay current with the latest SharePoint features and best practices, especially concerning UX and security?"

  • Preparation: Mention Microsoft Learn, industry blogs, conferences, community forums, and continuous learning through hands-on experience.

Company & Culture Questions:

• "Why are you interested in working on a project for NATO/a defense organization, and what do you understand about the operational environment?"

  • Preparation: Research NATO's mission and values. Express an understanding of the importance of secure information management in defense and your motivation to contribute to such a critical area.

• "How do you handle working in a highly structured and potentially bureaucratic environment with strict protocols?"

  • Preparation: Emphasize your ability to adapt to established processes, maintain professionalism, and communicate effectively within formal structures. Highlight your focus on detail and compliance.

• "Describe your experience working on embedded project teams and collaborating with client stakeholders. How do you ensure alignment and manage expectations?"

  • Preparation: Share examples of successful cross-functional collaboration, proactive communication, and your approach to building trust and rapport with clients.

Portfolio Presentation Strategy:

• Focus on Impact: For each project, clearly articulate the business problem, your solution, and the quantifiable results or benefits achieved.

• Highlight Security & UX: Explicitly call out how your work addressed security requirements and improved user experience. Use visual aids if possible (e.g., before/after screenshots, architecture diagrams).

• Tell a Story: Structure your presentation around the narrative of the project – the challenge, your approach, and the successful outcome.

• Be Prepared for Deep Dives: Anticipate questions about your technical decisions, the tools you used, and the challenges you overcame.

• Demonstrate Process: Show not just the end result, but the thinking and process behind it.

📝 Enhancement Note: The interview process will heavily weigh your ability to demonstrate practical, hands-on SharePoint expertise, particularly within a security-conscious context. Your portfolio is your primary tool to showcase this.

📌 Application Steps

To apply for this operations position:

• Submit your application through the application link provided on the WLG career portal.

• Tailor your CV: Ensure your resume clearly highlights your SharePoint experience, information architecture skills, UX design achievements, and any experience with security-sensitive environments or regulated industries. Use keywords from the job description.

• Prepare your portfolio: Curate 2-3 key projects that best demonstrate your capabilities in SharePoint UX, navigation design, metadata management, and security implementation. Be ready to articulate the problem, your solution, and the impact.

• Research WLG and NATO: Understand WLG's role as a service provider and NATO's mission. This will help you articulate your interest and understand the context of the project.

• Practice your interview responses: Prepare for technical questions about SharePoint, information architecture, and security, as well as behavioral questions about collaboration and problem-solving.

⚠️ Important Notice: This enhanced job description includes AI-generated insights and operations industry-standard assumptions. All details should be verified directly with the hiring organization before making application decisions.