Deadline Date:
Monday 30 June 2025
Requirement:
Provision of Travel Office Support to NATO Security Assistance and Training for Ukraine
(NSATU) in Wiesbaden (Germany)
Location:
Wiesbaden, GERMANY
Full Time On-Site:
Yes
Time On-Site:
100%
Not to Exceed Rate:
It is for the bidders to propose the hourly rate
With 2026, 2027, and 2028 options
Total Scope of the request (hours):
Up to 1400 in 2025
Period of Performance:
2025 BASE: As soon as possible but not later than 04 August 2025 – 31st December 2025 with possibility to exercise the following options:
- 2026 Option: 1st January 2026 until 31st December 2026
- 2027 Option: 1st January 2027 until 31st December 2027
- 2028 Option: 1st January 2028 until 31st December 2028
INTRODUCTION:
- This document addresses some key management issues which will enable the bidders to understand the management of the Task Order that SHAPE is intended to issue as a result of this RFQ.
- SHAPE is the Strategic Headquarters for Allied Command Operations (ACO).
- This requirement is to provide non-personal services in support of the NSATU J8 as defined in this Statement of Work (SOW).
The contractor’s personnel assigned for contract performance shall have to provide official travel management services as Travel Assistants in support to the finance and accounting activities of NSATU HQ`s financial functions.
The requirement is for consultancy services via 1 (ONE) Full Time Equivalent (FTE). Accordingly, the Contractor shall submit maximum (3) CVs of qualified resources that the bidder propose for contract performance.
Knowing that the working week at NSATU HQ is of 40 hours, with maximum up to 48 hours, bidders shall quote for an hourly rate that includes any possible cost for the Contractor’s personnel employed under the provision of this non-personal service contract (e.g.: meals, transportation, health insurance).
PERIOD OF PERFORMANCE:
Depending off the availability of the selected candidate, the Period Of Performance (POP) is required to start as early as possible but no later than the 04th of August 2025 for a base period until 31 December 2025.
Thereafter, possible extension options are envisaged subject to confirmation of requirement, budget availability and satisfactory performance.
PLACE OF PERFORMANCE:
The Contractor’s personnel shall provide services within the NSATU Headquarters located in Wiesbaden, Germany. The services are normally performed in working conditions distinctive to a deployed activity, with higher volume of noise due to the closeness of Airfield.
HOURS OF OPERATION:
The working week at NSATU is of 40 hours. Normal business working hours apply.
Normal working hours for the place of work are as follows: Monday to Friday 0800 – 1700. Lunch break is 1 hour, to be taken between 1130 and 1400.
The Contractor’s resource is not expected to provide services on bank holidays or Sundays.
Should an exceptional requirement to provide services on Sundays or bank holidays arise, it has to be agreed in writing by the Contracting Officer before the services start.
TASKS FOR THE CONTRACTOR:
The Contractor’s personnel will provide the services under this SOW in the F&A Office under the direction of the NSATU J8 Branch Head or his designated person.
S/he is responsible for provision of travel arrangements as well as overall coordination of transportation services for personnel travelling on official duty.
Principal Travel Assistant Support:
- Plans, coordinates and supervises the execution of all duty travel of NSATU personnel and supported elements and activities.
- Checks and processes all travel request applications for NSATU personnel and supported elements, ensuring that the proper mode of travel is applied based on the character of the duty travel.
- Manages all aspects of commercial Travel and Mobility for NSATU personnel and supported elements.
- Liaises with Travel Agency ensuring the optimum service is provided in accordance with standing agreements.
- Liaises with customers for travel arrangements assuring timely exchange of information.
- Provides the traveller with the approved travel order and any related vouchers.
- Maintains accurate financial and transactional records relating to NSATU HQ travel business.
- Prepares certification of travel related invoices.
- Maintains control of financial records and creates/manages archives related to travel.
- Process and check Travel Claims.
- Participates in defining, mitigating and managing the risks within the functional area and contributes to implement and maintain internal control framework for travel.
- Perform other duties as related or assigned.
CONTRACTOR’S PERSONNEL EXPERIENCE AND QUALIFICATIONS:
Contractor’s assigned personal shall have the following specific qualifications and experience:
- Essential Qualifications
- At least 3 years of working experience in business travel management or activities involved in movement of personnel.
- Experience in office management, billing practices and associated record keeping.
- Experience with operation of ERP used in private or public sectors (Oracle, SAP, etc.).
- Desirable experience in Oracle Financial for its operations and reporting (GL, Fixed Asset, AP, AR, Modules).
- Desirable experience working with a NATO body, or a National military.
- Education/Training
- Have a minimum of a higher secondary education (a university degree is desired though) and completed higher vocational training leading to a professional certification.
- Security Clearance
- Contractor’s personnel holding a valid and active NATO SECRET security clearance is mandatory since the support is to be provided in a military restricted area.
- Language
- Contractor’s personnel shall have the following minimum knowledge of languages: English SLP 2222 (listening, speaking, reading and writing).
- Personal Attributes
- Uses own initiative to determine which course of action is necessary to resolve unexpected problems. Sound judgment and initiative are also required to establish priorities and identify the most effective method to utilise funds allocated for duty travel. Must be capable of working in the demanding and dynamic ambient and have the necessary tact and personality to be able to work within multinational and military environment