Requirement: Senior Learning Coordinator
Location: Mons, BELGIUM
Full Time On-Site: Yes
Time On-Site: 100%
Not to Exceed Rate: 58 EUR
Total Scope of the request (hours): 600
Required Start Date: 28 September 2026
End Contract Date: 31 December 2026
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
Duties & Role:
In support of the NCI Academy's commercial training portfolio for external customers, the Senior Learning Coordinator, shall perform the following activities:
Course Coordination and Delivery Support
- Act as the primary point of contact between external customers and internal stakeholders, including Branches, instructors, and Academy management, to ensure the smooth coordination and delivery of commercial training activities.
- Develop and maintain delivery plans for commercial training iterations based on customer requirements and NCI Academy delivery policies.
- Initiate and follow up on Purchase Requisitions (PRs) and related financial documentation (receipts, work confirmations, price calculations) to support course iterations, public events, and Mobile Training Team (MTT) deliveries.
- Manage logistical aspects of training, including room bookings, facility access (SHAPE / The Hague), and coordination of supplier-provided services.
- Address and resolve operational or technical issues that arise before or during training delivery, ensuring minimal disruption to learning activities.
- Consolidate or merge course iterations when enrolment falls below the minimum threshold, ensuring efficient resource utilization and adherence to Academy standards.
- Operate within the EBA and Training Management System (TMS) environments to manage administrative, financial, and scheduling data for commercial training.
- Maintain accurate and up-to-date TMS information, including pricing, PR and receipt references, seat allocations, and iteration details.
- Process and modify financial transactions in EBA (Purchase Requests, Receipts, Work Confirmations) in coordination with relevant financial and procurement focal points.
- Request and process supplier quotations and attendance reports to support planning, monitoring, and reporting of commercial training activities.
- Provide estimated fund requirements and ensure cost transparency for planned training activities.
- Support the delivery of public training events, ensuring compliance with procurement, financial, and communication procedures.
- Respond promptly and professionally to customer and student queries via the Delivery common mailbox and other communication channels.
- Facilitate flexible responses to customer change requests, adjusting course iterations or logistics as required while ensuring compliance with Academy policies.
- Build and maintain a network of Points of Contact (POCs) internally and externally to enhance coordination and responsiveness.
- Keep the Catalogue Manager informed of all relevant updates to commercial training offerings, pricing, and iteration changes.
- Support onboarding and tailoring of new commercial training offerings based on customer requirements and market demand.
- Communicate constructively with suppliers to ensure high-quality service delivery and timely resolution of operational issues.
Skills, Knowledge & Experience:
- The candidate has a NATO SECRET security clearance, provided by the national security organization valid at the time of submission of the bid and covering the period of the contract
- Fluent in English and must be able to read and write technical and user documentation.
- A minimum of 3 years of progressively responsible experience in an Education or Training facility or in the training department of a NATO command or international organization
- Experience managing complex scheduling and allocation of resources, preferably in an academic or training setting or similar environment
- Experience and proficiency with enterprise systems (e.g., TMS, EBA, ERP/financial tools), including data entry, record management, and basic financial processing)
- Proven customer service experience communicating with customers, internal staff, external entities and stakeholders.
- Proven ability to manage multiple and competing demands and a rapidly changing environment.
- Strong administrative and organizational skills, with proven experience managing logistics, scheduling, and high-volume operational tasks
- Familiarity with E-ITEP or comparable Learning Management Systems (LMS), including the ability to manage, upload, and maintain course and schedule data.
- Knowledge of Course Control Documents (CCDs) or equivalent course descriptions, lesson plans, and instructional documentation used in structured training environments.
- Awareness of the NATO Bi-SC Directive 075 as the overarching framework governing NATO Education, Training, and Exercise (E&T&E) activities, or the ability to rapidly acquire such knowledge.
- Solid reporting and data management skills, including the ability to prepare reports on course iterations and course plans, and to perform data downloads and bulk uploads in E-ITEP and training management systems
