Deadline Date: Friday 28 March 2025
Requirement: Asset Management Process Design and Implementation Support
Location: Mons, BELGIUM
Full-Time On-Site: Yes
Time On-Site: 100%
Not to Exceed: 203,310 EUR
Required Start Date: 1st May 2025
Required Security Clearance: NATO SECRET
Background:
The NCIA has been established with a view to meeting the collective requirements of some or all NATO nations in the fields of capability delivery and service provision related to Consultation, Command & Control as well as Communications, Information and Cyber Defence functions, thereby also facilitating the integration of Intelligence, Surveillance, Reconnaissance, Target Acquisition functions and their associated information exchange.
Introduction:
This is a position within the NATO Communications and Information Agency (NCIA), an organization of the North Atlantic Treaty Organization (NATO).
Chief Service Operations (CSO):
CSO is accountable for the day-to-day oversight of CIS services throughout the Area of Responsibility (AOR). We are responsible for CIS operational situational awareness to the GM and Chief of Staff (COS) and act as CIS operational coordination authority for day-to-day in-service support across the Agency's portfolio.
NCIA Asset Management Branch (AMB) Team:
The Asset Management Branch facilitates and accounts for all lifecycle aspects of the Asset Management and Logistics within the NCIA. It coordinates all asset management aspects with internal and external entities and provides a full in-depth view on all related data to enable command and control within NATO Organizations. The asset Management Branch supports NCI Agency's ability to account accurately for all assets in operational requirements and financial statements, support services and operations.
Objectives:
Support AMB in the execution of the migration and implementation plan and complete the data migration as designed by overarching outsourced Asset Management Process design project.
Scope of Work:
The scope of this Contract includes the verification and implementation of selected level 4 Asset Management Life Cycle Processes, through Subject Matter. This shall comprise the preparation of detailed designs and the implementation of selected processes in coordination with other NCIA entities:
The selected Contractor’s personnel will be working under the guidance and as an integral part of the Purchaser’s team, within the scope of work this Contract. The work is executed in sprints, 4 sprints a year are planned, with every sprint requiring similar deliverables as described below. The content and scope of each sprint will be agreed with the project manager and technical staff during the sprint-planning meeting, in writing.
Coordination and Reporting:
* The Contractor shall deliver services 100% on site at NCI Agency HQ, Mons, Belgium.
* At the NCI Agency or other NATO sites, the highest level of classification that contractor may need to access is NATO SECRET (NS). As a result of this contractor must hold a valid NATO SECRET Security Clearance.
* The contractor shall report to the CSO Head Asset Management.
* The contractor shall participate in weekly status update meetings, activity planning and other meetings as instructed, physically in the office, or in person via electronic means using Conference Call capabilities, according to the Team Leaders 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 three (3) working days after the sprint 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.
* For Each Sprint, during execution, the contractor shall submit Annex A – Monthly Progress Report.
Constraints:
* All the documentation provided under this statement of work will be based on NCI Agency templates or agreed with project point of contact.
* All support, maintenance, documentation and required code will be stored under configuration management and/or in the provided NCI Agency tools.
* All developed solutions, tools and code under this project will be property of the NCI Agency
Security:
* The performance of these services require a valid NATO SECRET security clearance.
* The expected classification level of the deliverables is NATO SECRET.
* The execution of the services may require the consultants to access information, as well as CIS systems, classified up to NATO SECRET
Practical Arrangements:
* This is a deliverables-based contract.
* The contractor will be required to provide the service 100% on site at NCI Agency HQ, Mons, Belgium. Exceptional teleworking form location country activities to support service delivery can also be arranged with the line manager’s coordination and approval.
* NCIA will provide access to relevant networks and resources as required by the project.
* The work depicted in this SOW is expected to be carried by a single contractor.
* The contractor will be part of the NCIA CSO Asset Management Branch team.
Travel:
* There may be requirements to travel to other sites within NATO for completing these tasks.
* Travel costs are in scope and are included in the cost ceiling indications.
Requirements:
Security:
* The performance of these services require a valid NATO SECRET security clearance.
Qualifications:
The consultancy support for this service requires following qualifications:
Essential qualifications:
A university degree in computer science or a related scientific or engineering discipline. The lack of a university degree may be compensated by the demonstration of particular abilities or experience of interest to the Agency;
* Extensive relevant and recent experience (at least 10 years) all;
* IT Service Management experience in a military service provider environment;
* Knowledge of applying ITIL or corresponding service management industry framework;
* Prior experience of working in an international environment comprising both military and civilian elements;
* Experience working within process/system transformation initiatives in the areas of (IT) Asset Management, Finance and Procurement;
* Experience in delivering and driving transversal change programs finance, procurement or Asset Management world, coordinating and prioritizing issues / improvements, driving complex changes throughout the full Asset lifecycle using a pragmatic/agile approach;
* Experience with setting up projects and work streams, documenting and analysing issues, preparing cross functional workshops,… following through execution of those projects and work streams with a history of achieving results;
* Experience with design and implementation of new or improved processes, procedures or organizations using a pragmatic approach while securing buy-in and support from key stakeholders;
* Prior experience working at NATO Communication and Information Agency. Prior experience of working in an international environment comprising both military and civilian elements; Knowledge of asset management lifecycle processes and best practices;
* Knowledge in the area of stock management, procure-to-pay process, obsolescence management, asset disposal, asset impairment, barcode scanning solutions, software assets, cryptographic assets, and assets under constructions;
* Prior experience with Oracle ERP (EBS) and Business Intelligence;
Desirable qualifications:
Project Management, Prince 2;
* Experience in defining and maintaining Enterprise Architectures;
* ITIL Process development;
* Microsoft SharePoint;
* Prior experience working with external contractors for delivery of services and following budget execution;
* Prior experience with Atlassian Jira;
* Proven experience in customer focused roles and customers relationship management;
* Able to operate autonomously under time pressure, and able to multitask continuously;
* Ability to independently produce project documentation in English, including comprehensive Price Proposals and Statements of Work, Memoranda of Decision, etc;
* Ability to interact and coordinate with internal and external stakeholders (including customers) as per the principles and best practices for stakeholder management;
* Knowledge of NATO responsibilities and organization, including ACO, ACT;
* Technical management and leadership experience;
* Knowledge of NATO’s secondary language (French);
Language of Performance:
* All work under this contract, both oral and written, is conducted in English. Proficiency in the English language (listening, speaking, reading and writing) is required.
* Knowledge of the second NATO language (French) is appreciated.