Deadline Date:
Thursday 14 August 2025
Requirement Title: Provision of Project Support Services
Location of Performance:
Braine-l'Alleud (On-site, limited work from home flexibility)
Cost Not to Exceed: 2025 BASE:
NTE 21,420.00 EUR (14 * 1,530.00 EUR per week)
2026, 2027, 2028 options
Period of Performance:
2025 Base: 15 September 2025
Required Security Clearance:
NATO-Secret
Please do NOT
apply for any NATO contract positions unless you meet ALL the following criteria:
- Current National or NATO SECRET clearance
- Nationality of one of the NATO member countries
- Current work visa for the specific location if applying for an in-country position
Any applications that do NOT meet all the above - and do not CLEARLY show these on the CV - will be deleted.
Introduction:
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.
Scope of Work:
The contractor will deliver comprehensive project support services assigned to the SATCOM site at Braine l'Alleud, Belgium under the direction / guidance of the local NCIA point of contact. The contractor will support the following activities:Administrative and Reporting Support:
- Assist in the preparation of regularly scheduled reports
- Plan and assist in meetings, take notes, and draft the meeting minutes
- Assist in developing price proposals
- Assist in developing project briefings using MS PowerPoint
- Organize and schedule appointments
- Resolve administrative issues as they arise
- Liaise with senior administrative assistants to handle requests and queries from senior managers
- Establish a project documentation library ensuring strict version control
- Populate and manage a media library
- Submit and reconcile expense reports
- Extract Excel reports from EBA or from ServiceNow
- Load resources into ServiceNow based on received instructions
- Request pricing extracts from the BSM team and incorporate them into price proposals
- Run monthly checks in Work Package financials to ensure that planned and actual costs do not exceed budget
- Review all previous financial transactions and develop a comprehensive financial summary, including invoices and purchase orders
- Support the PM in IBAN / FIN requests
- Develop the project Stakeholder Management Plan and review/update as stakeholders change or new stakeholders are identified
- Track the status of Purchase Requests (PRs) and Purchase Orders (POs) in alignment with NCIA procurement procedures
- Ensure adherence to NATO policies
- The contractor shall participate in weekly planning and progress meetings with the NCIA Point of Contact, either physically or virtually, to discuss sprint tasks for the upcoming week, according to the NCIA Point of Contact instructions.
- Progress on sprint tasks will be reviewed verbally during these meetings and confirmed by email at the end of each week.
- For payment purposes, a formal Delivery Acceptance Sheet (Annex B) report covering all completed sprint deliverables shall be submitted monthly.
- This monthly report must be signed by both the contractor and the NCIA project authority to confirm acceptance.
- Security Clearance: The Contractor shall possess valid NATO-SXXXXX Personal Security Clearances for the duration of the Contract performance
- Language Proficiency: English: C1
- University degree in Business Administration, Logistics, Finance, or related field
- Minimum of 3 years of experience in project, procurement, supplier management, logistics, or financial administration
- Familiarity with procurement processes, inventory control, and financial tracking systems
- Strong organizational and coordination abilities
- Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
- Experience working within NCIA or similar defence-related environments
- Familiarity with ServiceNow and EBA
- Understanding of NCIA Procurement and financial policies