2024-0307 Junior Communication Support (NS) - WED 4 Dec

Deadline Date: Wednesday 4 December 2024

Requirement: Junior Communication Support

Location: The Hague, NL

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: BASE period: 03rd of February 2025 – 31st December 2025 with possibility to exercise following option:

2026 OPTION period: 02nd January 2026 until 31st December 2026

Required Security Clearance: NATO Secret

 

1 INTRODUCTION

1.1 The NATO Information and Communication Agency (NCIA) located in The Hague, the Netherlands, is currently involved in the development and support of new and existing capabilities for NATO. In light of these activities, the NATO Digital Workplace Centre (NDW Centre), within the framework of its mandate, is adapting innovative and secure communications solutions for NATO staff across the Enterprise.

1.2 In order to connect, communicate, and collaborate with NATO staff members, NDW Centre is looking for communication support to boost internal and external communication, enhance the coherence of all NDW Centre capabilities and initiatives, and provide the necessary information to the end users of its services. These tasks are all geared toward the realization of NDW Centre’s 2030 objectives.

Specifically, the Lines of Efforts of the Communication Strategy are the following:

Streamline the information within NDW Centre

Foster staff engagement

Build a positive and inclusive workplace culture

Enhance NCIA awareness of and familiarity with NDW Centre

Improve NDW Centre reputation and recognition

1.3 The work shall be primarily conducted at the NCIA in The Hague, but may involve some travel to other NATO and NCIA entities.

2 OBJECTIVE

The objective is to successfully implement and execute the NDW Centre Communication Plan, according with the NDW Centre’ Communication Strategy. This includes defining roles, timelines, strategies, and methodologies to ensure effective communication both internally and externally, as well as executing individual communications campaigns.

2.1 The deliverables from this SoW refer to tangible or intangible outputs of the communication strategy.

3 SCOPE OF WORK

3.1 The contractor will be part of a team and will work using an Agile and iterative approach using multiple sprints. Each sprint is planned for an approximate duration of 4 weeks with an average 38 hours per week. The content and scope of each sprint will be agreed with the Communication Manager during the sprint-planning meeting, in writing.

3.2 The work shall be carried out in sprints whereby each sprint is independent. The junior communication specialists skills will be required to respond, document, categorize and solve all the assigned tasks according to the internal processes and procedures. The work will be executed mainly onsite, but some sprints might require offsite at other NATO locations. Generally, remote work can be performed offsite, with the approval of the Communication Manager or NDW Centre Chief.

3.3 Under the direction of the Communication Manager, the service provider will provide services related to the following main sprint activities as listed below:

Execute effective communication plans that achieve the NDW Centre goals and objectives.

Write and edit content for internal and external communications i.e. articles and blogs, instructions, onboarding and training materials and more.

In collaboration with the communication internal stakeholders to develop engaging content for a variety of channels (e.g., external website, NCI Agency Intranet, printing materials, etc.).

Supports the organization and execution of the NDW Conference and Workshops with organizational and moderation tasks, such as the creation of communication materials and conference content, communication with participants, presenters and other stakeholders.

Draft internal articles on recent projects, updates on services, achievements, employee highlights

Schedule and publish posts on internal communications channels with relevant information, according with the communication campaigns

Assist in proof-reading end editing content for accuracy, grammar, and brand consistency

Design visuals and infographics, for internal and external use, using Canva or Adobe Suite

Compile feedback from employees on communication campaign

Update the internal communication calendar with planned content

Track and update the communication calendar with the KPIs metrics

Research best practices and trends in internal communications to bring fresh ideas to the team, in order to enhance the internal communication

Draft presentations for internal meetings and in support of the Communication Manager

Monitor and respond to employee comments and questions

Assist in planning and executing internal events

Create surveys to gauge employee feedback on specific initiatives or internal campaigns

Organize content assets and resources in shared drives, making sure materials are accessible and up-to-date

4 PAYMENT MILESTONES AND DELIVERABLES

The following deliverables are expected from this statement of work:

4.1 Complete the activities/tasks agreed in each spring-planning meeting as per sections 2 and 3 above.

4.2 Produce sprint completion reports (format: e-mail update), which include details of activities performed.

Specifically, tasks requested for internal activities (traceable), monthly all project overview and status reports, real-time project tracking and visualization via dashboard, calendar overview on upcoming tasks, updates with dates, agendas and materials, overview on communication campaigns.

4.3 Payment Schedule will be at the end of each sprint of four working weeks, following the acceptance of the sprint completion report, delivered within 5 (five) working days of the following month.

4.4 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.

4.5 The payment shall be dependent upon successful acceptance of the sprint report and the Delivery Acceptance Sheet (DAS) – (Annex B) including the EBA Receipt number.

4.6 Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex B) signed by the Contractor and the NCIA POC.

4.7 2025 BASE: 02 February 2025 – 31 December 2025

Deliverable 01: 11 Sprints

Quantity: 11 months

Payment Milestones: Upon completion of each sprint, and acceptance of the sprint completion report

4.8 2026 OPTION: 02 January 2026 – 31 December 2026

Deliverable: Up to 12 Sprints

Payment Milestones: Upon completion of each sprint, and acceptance of the sprint completion report

5 COORDINATION AND REPORTING

5.1 The contractor shall deliver services 100% on-site in NCI Agency The Hague

5.2 The contractor shall report to the NDW Centre Communication Manager

5.3 The contractor shall participate in monthly status update meetings and other meetings, in person or online, via existing capabilities, according with Communication Manager’s instructions

5.4 For each sprint to be considered as complete and payable, the contractor must report to outcome of his/her work during the sprint, within three (5) working days after the sprint’s end date. A sprint completion report in the format of a short email shall be sent to Communication Manager or NDW Centre Chief briefly mentioning the work held and the development achievements during the sprint.

6 SCHEDULE

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

6.2 The BASE period of performance is 03rd of February 2025 and will end no later than 31st December 2025.

6.3 If exercised the option, the period of performance is 02 January 2026 to 31 December 2026.

7 CONSTRAINTS

7.1 All the documentation delivered under this statement of work shall be based on NCI Agency templates or templates agreed with the Communication Manager or NDWC Chief.

7.2 All projects, documentation and required content will be stored under configuration management and/or in the provided NCI Agency tools.

8 SECURITY

8.1 The Contractors are required to hold a valid NATO SECRET security clearance.

9 PRACTICAL ARRANGEMENTS

9.1 This is a deliverables-based contract

9.2 The contractor shall be required to work 100% on‐site at the NCI Agency in The Hague, Netherlands.

Off-site activities to support service delivery will be arranged with the Communication Manager’s coordination and approval.

9.3 The contractor shall work under NCI Agency AAS contract for the NCI Agency in The Hague, Netherlands. He or she will work under the direction and guidance of the NDWC Chief or their designated representative.

9.4 There may be requirements to travel to other sites within NATO for completing these tasks.

9.5 Travel costs are out of scope and will be borne by the NCY Agency separately in accordance to the provisions of the AAS+ Framework Contract.

9.6 The work depicted in this SoW is expected to be carried by a single contractor.

10 CONDITIONS

[See Requirements]

Requirements

8 SECURITY

• The Contractors are required to hold a valid NATO SECRET security clearance.

10 CONDITIONS

10.1The consultancy support for this work requires following qualifications:

A. Technical Qualifications:

• Demonstrable knowledge of communication platforms and digital tools to communicate internally (within NCI Agency) and externally (within NATO enterprise);
• Proven experience in the use of computer-based support tools with an emphasis on Digital Workplace, Content Collaboration: Office 365, Power Bi and Data Analytics, Canva and/or Adobe Suite, and Collaboration Tools: SharePoint, AppSpace, Webex, MSTeams, Polycom and Skype for Business

B. Essential Qualifications:

• Proven knowledge and minimum 1 year experience in planning and executing communication campaigns.
• Knowledge of communication trends and best practices.
• Demonstrable qualification and relevant experience working in small to large teams as well as “matrix” teams (cross functional and cross service areas).
• Proven ability to effectively communicate orally and in writing with excellent briefing and presentation skills and the ability to produce clear and concise reports.

C. Desirable Qualifications:

• Experience in communications and marketing.
• A deep understanding of User Experience (UX).
• Experience working in a fully digital workplace environment

D. Professional Qualifications:

• Excellent communication skills (written and verbal communication) with the ability to explain technical terms in easy to understand and attractive manner.
• The ability to handle multiple communications projects simultaneously.
• Impeccable interpersonal skills, able to create a positive working environment for everyone