Deadline Date:
Wednesday 22 October 2025
Requirement:
Academy Learning Environment UI/UX Web Designer
Location:
Oeiras, PORTUGAL
Full Time On-Site:
Yes
Time On-Site:
100%
Not to Exceed:
2025 BASE: NTE 7,200 EUR (4 weeks at 1,800 EUR NTE/ week)
2026 - 2027
Period of Performance:
BASE: 24 November 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:
- The NATO Communications and Information Academy (NCI Academy) offers training on both static and deployed NATO communication and information systems (CIS). This includes Consultation, Command, Control, Communications and Intelligence, Surveillance and Reconnaissance (C4ISR), as well as cyber security and cyber defence. Moreover, the NCI Academy plays an instrumental role in designing, developing and rolling out new learning solutions. This is achieved through comprehensive analysis of training requirements and by leveraging cutting-edge learning technologies.
- The NCI Academy also provides a range of education and training services through its Academy Learning Environment (ALE). The ALE governs and strategically coordinates the systems and infrastructure that deliver training, including the Learning Management System (Moodle), the Training Management System (TMS), the Ticketing System (JIRA), the Adaptive Learning Platform, the Training Landing Zone (TLZ), and the NCI Academy Catalogue. These systems support multiple delivery methods, such as classroom training, mobile training, Virtual Instructor-Led Training (VILT), and self-paced training.
- To improve usability, accessibility, and user satisfaction, the NCI Academy is outsourcing UI/UX and web design services to ensure user-centred design, consistent user interfaces, and improved usability across these systems. The Contractor will work in close coordination with, and report to, the Academy Technical Capability (TeC) Team.
- The services under this SOW shall be delivered exclusively on-site at the NCI Academy premises in Oeiras, Portugal. Remote work or delivery from other locations is not permitted.
The objective of this service is to ensure user-centred, consistent, and modern UI/UX design across the Academy Learning Environment (ALE) systems, namely Moodle, the Training Management System (TMS), the Ticketing System (JIRA), the Adaptive Learning Platform, the Training Landing Zone (TLZ), and the NCI Academy Catalogue.
The Contractor shall support the NCI Academy by delivering the following outcomes:
- User-Centred Design: Create designs based on user requirements and behaviour, ensuring usability and accessibility.
- UX Research and Testing: Conduct user research and usability testing to analyse and predict user behaviour, providing actionable insights.
- Design Standards: Develop and maintain style guides, design systems, and reusable patterns to ensure a consistent user experience across ALE systems.
- Interface Design and Implementation: Produce user flows, wireframes, prototypes, and mock-ups, and deliver integration-ready UI outputs (HTML, CSS, JavaScript) so that development teams can implement directly.
- Implementable Deliverables: Translate design outputs into integration-ready artefacts (e.g., HTML/CSS templates, style sheets, or other exportable formats) to minimise rework by development teams and enable smooth implementation in target systems such as Moodle or TMS, etc.
- Graphic Design: Create original graphic assets (e.g., images, icons, sketches, and tables) to support the user experience.
- UI Testing: Conduct testing of UI elements such as call-to-action buttons, banners, page layouts, flows, and links for landing pages.
- Problem Resolution: Identify and troubleshoot UX-related issues (e.g., responsiveness, accessibility, consistency).
- Continuous Improvement: Incorporate customer feedback, usage metrics, and usability findings into design iterations to continually improve user experience.
The Contractor shall provide UI/UX services across the following Academy Learning Environment (ALE) systems:
- Moodle (LMS)
- Training Management System (TMS)
- Ticketing System (JIRA)
- Adaptive Learning Platform
- Training Lading Zone (TLZ)
- NCI Academy Catalogue
All deliverables must go beyond static mock-ups and include integration-ready artefacts (e.g., HTML/CSS templates, style sheets, or exportable modules) that can be directly implemented, or require minimal adaptation, by the Academy development team.
Each sprint is planned for a duration of 1 week and main activities are as follows:
- User Research Report: Documented user requirements, personas, and user journeys validated by TeC Team. Develop user journeys and design prototypes for ALE systems, aligned with Academy priorities and user requirements. Prototypes must include sufficient technical specifications (e.g., layout guidelines, style attributes) to support direct implementation.
- UI/UX Design Prototypes and Standards: Produce wireframes, mock-ups, and interactive prototypes. Develop and maintain style guides, design systems, and reusable patterns to ensure consistent user experience across ALE systems.
- Integration-Ready UI Components: Convert approved designs into integration-ready outputs (HTML, CSS, JavaScript templates, or equivalent) suitable for direct implementation in ALE systems, particularly Moodle and TMS. Deliverables shall minimise rework for development teams.
- UI Testing and Iteration Report: Documented testing results and implemented design improvements with measurable usability gains.
- Develop, draft and produce Design Prototype for a TMS suitable to the Academy: Complete draft Design that meets the requirements of stakeholders within a month before testing.
- The Contractor shall work under the direction of the Academy TeC Team Lead.
- Weekly sprint planning and review meetings shall be conducted to agree on priorities, monitor progress, and validate deliverables.
- Monthly progress reports shall summarise activities, outputs, and identified improvements.
- Any delays, risks, or constraints shall be reported immediately to the TeC Team Lead.
- All deliverables and reports shall be submitted in English.
- Training and Familiarisation: At contract start, the Academy will provide initial training and familiarisation sessions to introduce the Contractor to ALE systems (Moodle, TMS, JIRA, Adaptive Learning Platform, TLZ, and the Academy Catalogue) and to relevant Academy standards and workflows.
- Resources Provided: The Academy will provide the necessary workstations, network access, and facilities required for the execution of UI/UX activities.
- Tools: The Contractor shall use only tools that are included in the NCI Agency's Approved Software List (A2SL). Prototyping activities may be performed with these approved tools, but all deliverables must include integration-ready outputs (e.g., HTML/CSS templates, style sheets, or exportable components).
- Direction and Oversight: The Contractor will operate under the direction and guidance of the Head of the Academy Technical Capability (TeC) Team, or their designated representative.
- Collaboration: The Contractor shall work in close collaboration with the TeC Team and system owners to ensure alignment between design artefacts and technical feasibility.
- Continuity: The Contractor shall ensure continuity of service during staff absences, subject to prior coordination with the Academy.
Qualification:
Essential Qualifications and Experience:
The Contractor shall provide personnel with the following qualifications and experience:
- Security Clearance: Hold a valid security clearance issued by their National Security Authority, covering the full period of the contract.
- User-Centred Approach: Ability to understand and influence requirements in order to positively impact the user experience.
- UI/UX Design Expertise: Proven knowledge and hands-on experience in UI/UX design for digital products and services.
- Multi-Platform Design: Familiarity with UI/UX design for both web and mobile platforms.
- Moodle Customisation: Proven ability to customise and tailor the Moodle interface by using appropriate programming languages (e.g., HTML, CSS, JavaScript), including dynamic adaptation of content and styling upon image upload.
- JIRA Design and Customisation: Recent hands-on experience in designing and customizing JIRA interfaces, workflows, and dashboards to improve usability and user experience.
- Technical Tools and Technologies: Proficiency with industry-standard design tools and technologies, including:
- Proficiency with Sketch, InVision, Visio
- Proficiency with Adobe Creative Suite (Photoshop, Illustrator, XD)
- Proficiency with HTML, CSS (SCSS)
- Proficiency with iOS and Android design principles
- Proficiency with Design Systems and component-based design
- Implementable Deliverables: Ability to deliver both design artefacts (wireframes, prototypes, mock-ups) and integration-ready outputs (HTML/CSS templates, style sheets, exportable components).
- Collaboration: Strong communication skills in English (written and spoken), with the ability to work effectively in multidisciplinary teams and liaise with developers, system owners, and stakeholders.
- Usability Testing: Experience in conducting user research and usability testing, and in translating findings into design improvements.
- Experience working with NATO or NCI Agency environments.
- Knowledge and experience with Agile implementation methodology (e.g., sprint-based delivery).
- Ability to advise on visual hierarchy and UX best practices for e-learning interfaces.
- Experience with training platforms (e.g., Training Management Systems, Adaptive Learning platforms).
- Familiarity with cloud-based environments and integration of UI/UX artefacts in enterprise systems.
- Level 3 English language skills according to NATO STANAG 6001: Listening (3); Speaking (2); Reading (3); and Writing (2) or according to Common European Framework of Reference for Language level B2-C1/Upper Intermediate-Advanced level).