2024-0082 - Project Support For Itm Project Ns - 2Nd Apr Belgium

• Contractor must have existing NATO SECRET Security Clearance
• Contractor must have existing VISA to live and work in Belgium
• At least two (2) years' experience in project management

2024-0082 Project Support Role for ITM project 
 
Deadline Date: Tue 2 April 2024
Location: Braine-l’Alleud, BE
Full Time On-Site: Yes [See Section 6]
MAX Rate: 67,000 EUR
Required Start Date:29 Apr 2024
End Contract Date:31 Dec 2024(Option 31 Dec 2025)
Required Security Clearance:NATO SECRET

1. Introduction

ITM project covers partial scope of original ITM Project, initiated to prioritize and replace legacy Automated Information Systems (AIS) NS network with modernized ITM Operational Network (ON) at NS across NATO Command Structure (NCS). Goal to achieve resilient and flexible ICT and support improved business continuity and disaster recovery.

1. Scope of work

ITM Recovery Increment 1 Project is looking for Project Support to provide support in planning, execution, monitoring and control. Duties specifically focus on Stakeholder Management, Information Knowledge Management including tracking, monitoring, reporting on project progress; drafting official communications including letters, progress reports, briefs; performing documentation management & drafting project management documents & coordinating / scheduling of project meetings. As coordinated with NCI Agency Point of Contact, contractor shall provide following:

• Tracking, monitoring, reporting on project progress for various stakeholder reporting
• Organizing, preparing, coordinating, managing project meetings
• Documenting action items in meetings and follows-up with relevant members of project team
• Lead administrative coordination of physical meetings with stakeholders, preparing agendas, documentation folder, and overall organization including social events organization
• Providing support in execution of activities for and in monitoring execution of project work plans and ensures that project activities are properly and realistically scheduled, monitored and reported.
• Acting as documentation custodian for project, assists in writing reports, official letters and other project related documentation.
• Reporting to project management team in intervals as requested,
• Creates, maintains and improves project SharePoint libraries, internal and external portals, and project wiki pages;
• Manages permission levels for project team members to access to project portals, and provision of support to project team members in utilization SharePoint (SP) portal.
• Maintains documentation configuration baselines and logs; and implements change management process for documentation;

Contractor is required to provide specialized support to NCI Agency as defined in following deliverables :

1. Project progress reports, documentation and official communications as part of stakeholder communications
2. Project SharePoint libraries internal and external portals, and project wiki pages;
3. Knowledge database for contractor provided data packages;
4. Other Project Support deliverables as requested by project management team;

Payment schedule
3.2.1. Payment schedule BASE PERIOD – TO Award to 31st Dec 2024
Item 1. Monthly Deliverables Report and Other deliverables as per SoW or ad-hoc based on activities  
Deliverable Due Date: Monthly from TO Award
Item 2: Weekly deliverables as requested
Deliverable Due Date: Weekly from TO Award
Payment Amount and Conditions: Monthly Invoice Amount will be based on linear percentage per month based on total yearly PO amount. Payment dependent upon successful acceptance of Delivery Acceptance Sheet (DAS).
3.2.2. Payment Schedule - OPTION 1 YEAR: 01 Jan 2025 - 31 Dec 2025
Coordination and reporting
4.1. Contractor shall organize and/or participate in status update meetings, ITM technical meetings, boards and other meetings, physically in office, or in person via electronic means according to project manager’s instructions.
4.2. Contractor shall provide following deliverables as required:
4.2.1. Monthly deliverable reports describing activities and products created as part of project (e.g. documents, letters, reviews etc.)
4.2.2. Other ad-hoc deliverables as requested/required.
Period of Performance
Base period of performance is (latest) 29 Apr 2024 – 31 Dec 2024 with 1 one-year option: 01 Jan 2025 - 31 Dec 2025.
Practical arrangements
Contractor will provide services onsite in Braine-l’Alleud, Belgium.
Contractor may be required to travel to three (3) main NCI Agency locations (Mons (BEL), Brussels (BEL), The Hague (NED) and other sites within NATO.
Travel expenses will be reimbursed in accordance with AAS+ Framework Contract & NCIA Travel Directive. Travel locations exclude base location where Contractor will perform majority of assigned tasks
Contractor profile requirements
This position is to support Principal Project Manager (PM) responsible for top priority project in Agency, soft skills, conflict resolution abilities and positive attitude are essential characteristics needed. For execution of this contract, following qualifications are required:

• Contractor must have existing NATO SECRET Security Clearance
• Contractor must have existing VISA to live and work in Belgium
• 2+ years' experience in project management
• Knowledge of project management principles, practices & procedures.
• Proficiency in use of Microsoft Office Suite.
• English language, written and spoken, is essential; with ability to write concise documents for different audience;
• Ability to take meeting minutes & draft comprehensive summaries.
• Ability to establish & maintain effective working relationshipswith stakeholders 
• In-depth knowledge of Microsoft SharePoint