2024-0083 Project Support Role for the ITM project (NS) - TUE 2 Apr

Deadline Date: Tuesday 2 April 2024

Requirement: Project Support Role for the ITM project

Location: Braine-l’Alleud, BE

Full Time On-Site: Yes [See Section 6 Practical Arrangements]

Required Start Date: 29 April 2024

End Contract Date: 31 December 2024 (Option 31 December 2025)

Required Security Clearance: NATO SECRET

1. Introduction

ITM project covers a partial scope of the original ITM Project, and it is initiated to prioritize and replace the legacy Automated Information Systems (AIS) NS network with a modernized ITM Operational Network (ON) at NS across the NATO Command Structure (NCS). The goal is to achieve a resilient and flexible ICT and to support improved business continuity and disaster recovery.

2. Scope of work

ITM Recovery Increment 1 Project is looking for a Project Support to provide support in the planning, execution, monitoring and control. Duties will specifically focus on Stakeholder Management, Information and Knowledge Management (e.g. documentation management, SharePoint portals management) including tracking, monitoring and reporting on project progress; drafting official communications including letters, progress reports and briefs; performing documentation management and drafting project management documents and other documentation and coordinating and scheduling of project meetings.

As coordinated with the NCI Agency Point of Contact or delegated staff, the contractor shall provide the following services:

• Tracking, monitoring and reporting on project progress for various stakeholder reporting
• Organizing, preparing, coordinating and managing the project meetings
• Documenting the action items in meetings and follows-up with the relevant members of the project team
• Lead the administrative coordination of physical meetings with stakeholders, preparing agendas, documentation folder, and the overall organization including social events organization
• Providing support in the execution of activities for and in monitoring the execution of project work plans and ensures that project activities are properly and realistically scheduled, monitored and reported.
• Acting as the documentation custodian for the project, assists in writing reports, official letters and other project related documentation.
• Reporting to project management team in intervals as requested,
• Creates, maintains and improves the project SharePoint libraries, internal and external portals, and project wiki pages;
• Manages the permission levels for the project team members to access to the project portals, and provision of support to the project team members in utilization the SharePoint (SP) portal.
• Maintains the documentation configuration baselines and logs; and implements the change management process for the documentation;
• Performs other related duties as required.

3. Deliverables and payment milestones

3.1. The Contractor is required to provide specialized support to the NCI Agency as defined in the following deliverables :

1. Project progress reports, documentation and official communications as part of stakeholder communications

2. Project SharePoint libraries internal and external portals, and project wiki pages;

3. Knowledge database for the contractor provided data packages;

4. Other project support deliverables as requested by the project management team;

3.2. Payment schedule

3.2.1. Payment schedule BASE PERIOD – TO Award to 31 st December 2024

Item 1. Monthly Deliverables Report and Other deliverables as per the SoW or ad-hoc based on activities  

Deliverable Due Date: Monthly from TO Award

Item 2: Weekly deliverables as requested

Deliverable Due Date: Weekly from TO Award

Payment Amount and Conditions: The