2024-0210 Project Management Administrative Support (NS) - TUE 17 Dec RELAUNCH

Deadline Date: Tuesday 17 December 2024

Requirement: Project Management Administrative Support

Location: The Hague, NL

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: 2025 BASE: 10/02/2025 (tentative) -31/12/2025, with the possibility to exercise following options:

- 2025 option: 10/02/2025 – 31/12/2025

- 2026 option: 01/01/2026 – 31/12/2026

- 2027 option: 01/01/2027 – 31/12/2027

Required Security Clearance: NATO SECRET

1 INTRODUCTION

The Joint Intelligence Surveillance and Reconnaissance (JISR) Service Centre – Operations Support Services Branch (OSSB)

OSSB supports numerous ISR projects in support of NATO’s JISR Capabilities. The projects are support to the NATO Airborne Early Warning and Control (NAEW&C) E-3A Force, support to the NATO ISR Force (Alliance Ground Surveillance), support to the NATO Airborne Early Warning Programme Management Agency (NAPMA), support to the Alliance Future Surveillance and Control (AFSC) capability, and the Alliance Persistent Surveillance from Space (APSS) project

2 SCOPE OF WORK

Under the direction of the OSSB Branch Head, the following services are expected to be delivered under this SOW:

• Documenting follow up on reviews, action items, and project deliverable submittals;
• Request & extend Reach computer accounts for contractors;
• Meeting and travel scheduling;
• Initiate and oversee acquisition status follow-ups for small procurements;
• Information management for the Project Manager (PM) for formatting documents, accomplishing reviews, support to project completion documentation, contractor Travel claims and meetings;
• Process information into and out of the Agencies project management software Service Now in support of the PM’s daily meetings, resource management, and project execution;

The provided service requires on-site support in The Hague, The Netherlands to meet the above mentioned SOW tasks

The Contractor will be part of a team with the project managers and will work employing an Agile and iterative approach using multiple sprints. Each sprint is planned for a duration of 1 month with an average of 38 hours per week, support shall be provided on an ad-hoc basis. The content and scope of each sprint will be agreed with the project manager during the sprint-planning meeting, in writing.

3 DELIVERABLES AND PAYMENT MILETONES

The following deliverables are expected from the service provided under this statement of work:

1) Complete the activities/tasks agreed in each spring meeting as per section 2 above

2) Produce sprint completion reports (format: word file, see Section 4), which include activities performed as agreed upon with the NCIA Project Managers.

3) Participate in meetings and boards on as-needed basis, or as requested by NCI Agency.

Payment is upon successful acceptance following the delivery of the sprint report and the Delivery Acceptance Sheet (DAS) – (Annex B) including the EBA Receipt number.

The NCIA team reserves the possibility to exercise a number of options, based on the same scrum deliverable timeframe, at a later time, depending on the project priorities and requirements.

Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex A) signed by the Contractor and project authority.

3.1 2025 BASE: 10/02/2025-31/12/2025

Deliverable 01: Sprints (Base: 1/11/2025 – 31/12/2025): Project information management to include documentation of action items, deliverables, service now updates, document reviews, and acquisition status updates.

Quantity: 6 (Number of sprints will be adjusted depending on actual starting date)

Payment Milestones: Upon completion of each (1) sprint

3.2 2025 OPTION: 10/02/2025 – 31/12/2025

Deliverable 02: Sprints (Optional: FY 2025): Project information management to include documentation of action items, deliverables, service now updates, document reviews, and acquisition status updates.

Quantity: 6 (Number of sprints will be adjusted depending on actual starting date)

Payment Milestones: Upon completion of each (1) sprint

3.3 2026 OPTION: 01/01/2026 – 31/12/2026

Deliverable 03: Sprints (Optional: FY 2025): Project information management to include documentation of action items, deliverables, service now updates, document reviews, and acquisition status updates.

Quantity: 12

Payment Milestones: Upon completion of each (1) sprint

3.4 2027 OPTION: 01/01/2027 – 31/12/2027

Deliverable 04: Sprints (Optional: FY 2027): Project information management to include documentation of action items, deliverables, service now updates, document reviews, and acquisition status updates.

Quantity: 12

Payment Milestones: Upon completion of each (1) sprint

4 COORDINATION AND REPORTING

The Contractor shall deliver the services on-site in The Hague, The Netherlands.

The Contractor shall participate in status update meetings and other meetings when required physically in the office, or in person via electronic means using Conference Call capabilities, according to service delivery manager’s instructions.

For each sprint to be considered as complete and payable, the contractor must report the outcome of his/her provided service during the sprint, first verbally during the retrospective meeting and then in writing within three (3) days after the sprint’s end date. A report in the format of a short word file accompanying the Delivery Acceptance Sheet (See Annex B) shall be sent to the project manager mentioning briefly the provided service held and the development achievements during the sprint.

5 SCHEDULE

This task order will be active immediately after signing of the contract by both parties.

The BASE period of performance is as soon as possible but not later than 10FEB2025 (tentative) to 31DEC2025.

If the 2025 option or a follow-on optional year is exercised (e.g. 2026, 2027) the period of performance shall be from 1 January through 31 December of that specific year.

6 SECURITY

The duties described in this SOW require a valid NATO SECRET security clearance prior to the start of the engagement.

7 CONSTRAINTS

All the documentation provided under this statement of work will be based on NCI Agency templates and/or agreed with the NCIA service delivery point of contact.

All support, maintenance, documentation and required code will be stored under configuration management and/or in the provided NCI Agency tools.

8 PRACTICAL ARRANGEMENTS

The contractor is expected to deliver the services on-site in The Hague, The Netherlands

There may be required to travel to other sites within NATO for completing these tasks. Travel costs are out of scope and will be borne by the NCI Agency separately in accordance to the provisions of the AAS+ Framework Contract.

ONE contractor must accomplish this work.

NCIA furnished equipment: REACH laptop (NR AIS) with external voice call capability and access to NCI Agency’s internal portals.

9 SPECIFIC REQUIREMENTS

10 REQUIRED QUALIFICATIONS

11 DESIRABLE EXPERIENCE

[See Requirements]

Requirements

9 SPECIFIC REQUIREMENTS

Delivery of the services under this SOW require an individual who has:

• The ability to work with a team of Project Managers and can support them in the development of project plans, costs plans, resource allocations, and procurement activities.
• The ability to work pro-actively and independently on the assigned tasks
• In-depth knowledge of MS-Office tools
• A strong knowledge of project administration tasks such as documentation requirements, project development task flows from start-up to closure, supporting projects delivery within agreed scope, time, cost and quality limits.
• An understanding of the administration and management of assigned projects in accordance with appropriate NATO regulations and NCI Agency project management policies and procedures
• Valid security clearance at NATO Secret level

10 REQUIRED QUALIFICATIONS

• Higher vocational training in a relevant discipline with 5 years post-related experience or a secondary educational qualification with 5 years post-related experience in supporting the administrative parts for a team of project managers.
• Holds a formal Project Management qualification such as PRINCE 2 or PMI PMP, or relevant experience.
• Experience in maintaining SharePoint workspace and portals ;
• Demonstrates excellent written and oral communication skills in English.

11 DESIRABLE EXPERIENCE

• Experience with ERP Financials Systems (i.e. Oracle, SAP and similar).
• Have experience using the NCI Agencies project management software ServiceNow or other Project Management software.
• A good knowledge of NATO and NATO procedures;
• Prior experience of working in an international environment comprising both military and civilian elements;