Deadline Date:
Monday 27 October 2025
Requirement:
Business Execution Services
Location:
Braine-l'Alleud, BE
Full Time On-Site:
Yes
Time On-Site:
100%
Not to Exceed:
025 BASE: NTE 10,800 EUR (4 weeks, NTE/ week 3,000 EUR)
2026 - 2027 and 2028 Options
Period of Performance:
2025 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.
Purpose:
- The purpose of this Statement of Work (SoW) is to describe the BUSINESS EXECUTION Services required by the Purchaser.
- The NATO Communications and Information Agency (further referred to as "Purchaser") is seeking a qualified Service provider to provide efficient and effective BUSINESS EXECUTION Services (further referred to as the Service).
- NATO Digital Workplace Centre (NDW Centre), part of NCIA, provides simple yet innovative solutions that underpin the Digital Transformation of NATO by providing feature-rich Digital Workplace, which enable NATO staff members to connect, communicate, and collaborate.
- Personal Workspace and Shared Workspace service areas deliver user-facing services to NATO Commands, NATO Force structure and Nations in all 32 Allied Nations, underpinned by a number of industry service providers.
With this SoW, the Purchaser aims to achieve the following objectives:
- Improve the processing of business execution tasks (ordering, invoicing, payment follow-up) for projects and services;
- Develop and maintain reporting on business execution (such as planned vs. actuals);
- Contribute to Stakeholder Management, Information and Knowledge Management (e.g. documentation management, SharePoint portals management) in the area of responsibility.
- Liaise with suppliers, finance and acquisition professionals with regards to ordering goods and services, handling related receipts and invoices.
Scope of Work:
Considering the extended period of execution and the evolution of the BUSINESS EXECUTION demand, the execution of the work in this SoW is measured in sprints, where each sprint is defined as deliverables produced by one person planned for a duration of one calendar week. The detailed tasks in each sprint will be determined at the start of each sprint by the Purchaser's authorized point of contact following the Scope of Work defined herein and documented in writing.
The SoW covers the following activities and tasks:
- Plan and submit purchase requisitions in the Purchaser's IT system;
- Follow-up with suppliers and acquisition professionals that a purchase order is issued;
- Keep track and report on PO, project and service level the budget execution (planned vs. actuals);
- Documenting the action items in meetings and follows-up with the relevant team;
- Creates, maintains and improves the internal SharePoint libraries, internal and external portals, and wiki pages;
- Manages the permission levels for the project team members to access to the project portals, and provision of support to the project team members in utilization the SharePoint (SP) portal;
- Performs other related duties as required.
- The Contractor shall deliver services 100% On-site Braine L'Alleud, Belgium and in Brussels, Belgium, as of 2027.
- The Contractor shall report to the Section Head for New Business Intake & Execution in Personal Workspace, NDW Centre.
- The Contractor shall participate in monthly sprint planning and retrospective meetings, monthly status update meetings and other meetings, physically in the office, or in person via electronic means using Conference Call capabilities, according to line manager's instructions.
- For each sprint to be considered as complete and payable, the contractor must report the outcome of his/her work during the sprint, first verbally during the retrospective meeting and then in writing, within five (5) working days after the sprint's end date. A report in the format of a short email shall be sent to NCI Agency POC briefly mentioning the work held and the achievements during the sprint.
- At the end of each sprint, the Contractor shall report the completion and achievements to the Purchaser point of contact via email for each resource providing services under this SoW.
- At the end of each fourth sprint, the Contractor shall deliver Certificate of Acceptance (Annex A) for Purchaser approval and signature for each resource providing services under this SoW.
- All the deliverables provided under this statement of work will be based on Purchaser templates or agreed with the Purchaser's Point of contact.
- All materials, documentation, etc. will be stored under configuration management and/or in the provided Purchaser tools and systems.
- Part of the work will involve handling classified networks, therefore, a valid security clearance at NATO SECRET level is required for the Contractor's staff undertaking this project.
Place of Performance:
- The deliverables will be produced on-site at Purchaser's premises in Braine L'Alleud, Belgium and Brussels, Belgium (as of 2027).
- The working environment is a typical office working environment designated as Class II or Class I security area.
- The work will be conducted during normal office hours following the NCIA Braine L'Alleud, Belgium calendar, as well as outside office hours and on weekends, if necessary.
- The Contractor is expected to follow the Purchaser's working hours—Monday to Thursday from 08h30 until 17h30 and Friday from 08h30 until 15h30 and observe Purchaser's official holidays.
- The Purchaser's official holidays may differ from the public holidays in the Host Nation.
- Purchaser will provide to the Contractor standard IT work position setup to allow access to the necessary networks, IT systems and tools.
- The Contractor shall follow Purchases policies, procedures and take due care of the Purchaser furnished equipment.
The Contractor shall manage and be responsible for all Contractor personnel.
- The Contractor's personnel shall be knowledgeable and experienced in the nature of the tasks and activities of the Service.
- The Contractor's personnel shall possess valid Personal Security Clearances for the duration of the Contract performance.
- The Contractor's personnel shall be courteous and professional in dealing with NATO and Purchaser's staff.
- The Contractor's personnel shall have sufficient knowledge in English language to allow smooth verbal and written communication.
- The Contractor's shall strive to lower the rotation of personnel and maintain the same staff working under this SoW.
- The Contractor shall seek Purchaser's approval prior to appointing new personnel to work under this Statement of Work.
- The Purchaser will support the Contractor's personnel with access to the IT systems as required. The Contractor shall submit requests for change of Contractor's personnel at least 30 days in advance.
- The Contractor shall handle the Purchaser's furnished equipment (PFE) with due care.
- The Contractor shall operate the equipment following the manufacturer's requirements.
- The Contractor shall bring immediately to the attention of the Purchaser Point of Contact any issues preventing the execution of the work.
- The Contractor's personnel will report to and receive guidance from Purchaser Point of Contact on-site and respective project manager/project executive.
- The Contractor's personnel shall follow local site procedures to obtain physical unescorted access to the assigned work position and logical access to the networks in scope.
- The Contractor's personnel shall liaise with other Purchasers' teams as necessary.
Purchaser's Key Roles:
The following personnel is considered Key personnel in the context of this SoW:
- Group head - the head of Personal Workspace group within NDW Centre who is accountable for the end-to-end delivery of the IT services in his/her portfolio.
- Section Head New Business Intake & Execution in Personal Workspace Group - the person responsible for business intake and execution for the IT services in the group portfolio. Unless decided otherwise, the group head is the Purchaser's designated representative to sign the acceptance documents under this SoW.
- Service Delivery Manager - the person responsible for the day-to-day delivery of the assigned IT service(s).
- Same person may perform more than one role.
- The Contractor shall assign a single point of contact (SPOC) for all matters for the duration of the work under this SoW.
- The Contractor shall strive to maintain the same person for as long as possible.
- The Contractor shall seek Purchaser's approval prior to appointing new SPOC. When the reasons to appoint a new SPOC are beyond Contractor's control, the Contractor shall inform the Purchaser at least 30 days in advance.
Security:
- Performance of the services described in this SOW require a valid NATO SECRET security clearance prior to the start of the engagement.
To efficiently and effectively deliver the Service, the Contractor resource shall possess at a minimum qualifications and skills in the following areas:
- Business Execution: Five years experience; Experience in handling purchase requests, related receipt of work and invoicing; Foundational knowledge of international/public organization procurement rules and policies;
- Service Management Frameworks: Three years experience; Knowledge of ITIL framework;
- Way of working: Three years experience; Knowledge of SCRUM agile methodology; Ability to establish and maintain effective working relationships with stakeholders with positive attitude;
- IT Literacy: Three years experience; Proficiency in the use of Microsoft Office Suite; Knowledge of Microsoft SharePoint with relevant experience; Knowledge and experience using conference call technologies (Skype for Business, Microsoft Teams).
- Language: Five years experience; Thorough knowledge of the English language, both written and spoken, is essential; with ability to write concise documents for different audience;