Deadline Date: Monday 16 February 2026
Requirement: Support for Project Management
Location: Braine-l'Alleud or NHQ Brussels (Belgium). The exact location will be determined by the NCI Agency latest at contract award and it might change during the execution of the contract and it is subject to contract amendment.
Full Time On-Site: No
Time On-Site: 80%
Period of Performance: BASE period: as soon as possible but not later than 30 March 2026 – 31 December 2026 with possibility to exercise the following options:
2027 Option: 1 January 2027 until 31 December 2027
Required Security Clearance: NATO SECRET
Note: NDU form is required to be submitted together with on-boarding document by the winning company.
1 INTRODUCTION
Supporting NATO throughout all its geographical locations, the NCI Agency is looking for Support for Project Management, joining the journey of NATO’s modernisation of IT services, through leveraging the public cloud (Microsoft Azure, M365 and Amazon AWS), delivering managed, protected, security-centric and reliable IT Services.
NCIA– Migration to Cloud
The NATO Communications and Information Agency (NCI Agency) is dedicated to supporting NATO's strategic objectives, including the ambitious NATO 2030 agenda. As part of this commitment, we are spearheading the modernization and digital transformation of NATO’s IT services. Our focus is on leveraging public cloud technologies, incorporating a security-by-design approach, and ensuring a seamless transition to a modern, collaborative workplace environment.
Support for Project Management
In scope of Project Management Support, the Contractor’s personnel is expected to support the management and coordination of cloud-related projects within NCIA, ensuring that projects are delivered on time, within scope, and meet quality standards. The service provider will assist in tracking progress, managing resources, and coordinating communication between stakeholders. Strong organizational and problem-solving skills will be essential to identify project risks and ensure successful project delivery. The Contractor’s personnel will also provide administrative support to project teams, monitor project documentation, and assist in the planning and execution of project milestones.
2 OBJECTIVES
The NCI Agency is looking for a Contractor’s personnel who can support the principal and senior project managers in a cloud migration project.
3 SCOPE OF WORK
Under the direction / guidance of the NCIA Project Manager, the Support for Project Management will perform the following activities:
1) Resource Planning and Scheduling
a) Assist the senior project managers in resource planning activities, ensuring that the required personnel and resources are available for project tasks.
b) Maintain and update project resources and project schedule using project management tools (, ServiceNow).
c) Coordinate the allocation of resources with resource managers.
d) Monitor project milestones and ensure tasks are completed on time.
2) Data and Knowledge Management
a) Maintain project data repositories, ensuring that all project-related documents, reports, and communications are organized, up-to-date, and accessible to the project team.
b) Assist in the creation of knowledge management materials to support project deliverables.
c) Ensure that documentation and reports are stored in accordance with the organization’s guidelines and best practices for data governance.
3) Issue and Risk Tracking
a) Support the senior project manager by keeping track of project issue and risk registers.
b) Ensure that all project-related records are accurate, complete, and aligned with organizational standards.
4) Meeting Organization and Documentation
a) Organize and coordinate project meetings, including setting up virtual or physical meetings, sending out invitations, and preparing meeting agendas.
b) Take detailed and accurate notes during meetings, capturing key points, decisions, and action items.
c) Distribute meeting minutes to stakeholders and ensure that follow-ups on action items are timely.
5) Procurement Support
a) Assist senior project managers with project procurement activities, including initiating procurement requests, follow-up on procurement activities, creating receipts.
b) Keep track of procurement-related communications and documentations
6) Collaboration and Communication:
a) Collaborate with Cloud Operations Centre, Project Managers, Technical Leads, and other relevant teams to ensure cohesive project management activities.
b) Communicate effectively with stakeholders to understand project management requirements and address concerns.
The Contractor’s personnel will be part of the project management team.
The services related to the activities above will be delivered in Sprints, and each sprint will have the duration 5 working days and it can be executed by one resource.
The content and scope of each sprint will be agreed during the sprint-planning meetings as covered in this section 4.
4 SPRINTS PLANNING, EXECUTION, REVIEW AND PAYMENT
Due to the agile approach of this project, there is a need to define a set of specific arrangements between the NCI Agency and the Contractor’s personnel that specifically defines the deliverables to be provided for each sprint as well as their associated acceptance criteria. This includes sprint planning, execution and review processes, which are detailed below:
Sprint Planning:
Objective: Plan the objectives for the upcoming sprint
Kick-off meeting: Conduct a monthly meeting with the Contractor’s personnel to plan the objectives of upcoming sprints and review contractor’s manpower to meet the agreed deliverables.
Set sprint goals: Define clear, achievable goals for the sprint and associated acceptance criteria, including specific delivery targets, Quality standards as well as Key Performance Indicators (KPIs) for each task to be recorded in the sprint meeting minutes.
Agree on the required level of effort for the various sprint tasks.
Backlog Review: Review and prioritise the backlog of tasks, issues, and improvements from previous sprints.
Assess each payment milestone cycle duration of one calendar month. State of completion and validation of each sprint status and sign off sprints to be submitted for payment as covered in Section 5.
Sprint Execution
Objective: Contractor’s personnel to execute the agreed “sprint plans” with continuous monitoring and adjustments.
Regular meetings between NCIA and the contractor’s personnel to review sprint progress, address issues, and make necessary adjustments to the processes or production methodology. The Meetings will be physically in the office, or in person via electronic means using Conference Call capabilities, according to the NCI Agency staff instructions.
Continuous improvement: Contractor’s personnel to establish a continuous feedback loop to gather input from all stakeholders for ongoing improvements and their subsequent implementation depending on NCIA approval.
Progress Tracking: contractor’s personnel to use a shared dashboard or tool to track the status of the sprint deliveries and any issues.
Quality Assurance/Quality Check: contractor’s personnel shall ensure that the quality standards agreed for the sprint deliverables are maintained throughout the sprint.
Quality Control: NCIA to perform the Final Quality Control of the agreed deliverables and provide feedback on any issues.
Sprint Review
Objective: Review the sprint performance and identify areas for improvement.
At the end of each sprint, there will be a meeting between the NCI Agency and the contractor’s personnel to review the outcomes against the acceptance criteria comprising sprint goals, agreed quality criteria and Key Performance Indicators (KPIs).
Define specific actions to address issues and enhance the next sprint.
Sprint Payment
Payment Schedule will be monthly for the completed and accepted sprints within the month
For each sprint to be considered as complete and payable, the contractor’s personnel must report the outcome of their service during the sprint, first verbally during the retrospective sprint review meeting and then in writing within three days after the sprint’s end date. A report must be sent by email to the NCI Agency manager, highlighting all service performed against the agreed tasking list set for the sprint.
The contractor's payment will be depending upon the achievement of agreed Acceptance Criteria for each task, defined at the sprint planning stage. This will include specific delivery targets, quality standards as well as Key Performance Indicators (KPIs) for each task.
The payment shall be dependent upon successful acceptance as set in the above planning/review meetings. This will follow the payment milestones that shall include a completed Delivery Acceptance Sheet (DAS) – Annex B
Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS) – Annex B signed by the contractor’s personnel and project authority.
If the contractor’s personnel fails to meet the agreed Acceptance criteria for any task, the NCI Agency reserves the right to withhold payment for that task/sprint.
5 DELIVERABLES AND PAYMENT MILESTONES
The following deliverables are expected from this statement of work:
1. Complete the activities/tasks agreed in each sprint meeting as per sections 1-4;
2. Produce sprint completion reports (format: e-mail update) or the formal documentation required per specific task;
3. The Contractor’s personnel will participate in the daily reporting and planning activities (daily stand-ups) as well as the required participation in workshops, events and conferences related to the supported services, as requested by the Project Manager.
4. Payment schedule will be according to the payment milestones upon completion of the respective sprint. Upon completion and validation of each sprint and at the end of the monthly milestone, following the acceptance of the sprint report.
5. The Purchaser (NCIA) reserves the right to exercise a number of options of one or more sprints based on the same deliverables, at a later time, depending on the project priorities and requirements, at the following cost: for base year (2026) at the same cost, for following years (2027) the Price Adjustment Formula will be applied in accordance with paragraph of the Framework Contract Special Provisions.
6. The payment shall be dependent upon successful acceptance of the sprint report and the Delivery Acceptance Sheet (DAS) – (annex B).
7. Invoices shall be accompanied with a Delivery Acceptance Sheet (annex B) signed by the Contractor’s personnel and the NCIA POC
2026 BASE: 30 March 2026 to 31 December 2026
The following deliverables are expected from the service on this statement of work:
Deliverable: 39 sprints (Number of sprints is estimated and will be adjusted based on actual starting date.)
Payment Milestones: Monthly payment for the completed and accepted sprints within the month. Completion of each sprint shall be accompanied documented in Delivery Acceptance Sheet (DAS) – (Annex B), signed for acceptance by the Purchaser’s authorized point of contact and the Contractor’s personnel
2027 OPTION: 01 January 2027 to 31 December 2027
Deliverable: Up to 44 sprints
Cost Ceiling: Price will be determined by applying the price adjustment formula as outlined in CO‐115786‐ AAS+ Special Provisions article
Payment Milestones: Monthly payment for the completed and accepted sprints within the month. Completion of each sprint shall be accompanied documented in Delivery Acceptance Sheet (DAS) – (Annex B), signed for acceptance by the Purchaser’s authorized point of contact and the Contractor’s personnel
6 COORDINATION AND REPORTING
The Contractor’s personnel shall participate in daily status update meetings, activity planning and other meetings as instructed, via electronic means using Conference Call capabilities, according to the Project Managers instructions.
For each sprint to be considered as complete and payable, the Contractor’s personnel must report the outcome of his/her service during the sprint, first verbally during the retrospective meeting and then in written within three (3) days after the sprint’s end date. The format of this report shall be a short email to the NCIA Point of Contact mentioning briefly the service held and the development achievements during the sprint.
7 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 30 March 2026 and will end no later than 31st December 2026
If the 2027 onwards option is exercised, the period of performance is 01st January 2027 to 31st December 2027
8 CONSTRAINTS
All the deliverables provided under this statement of work will be based on NCI Agency templates or agreed with the project point of contact.
All code, scripts, documentation, etc. will be stored under configuration management and/or in the provided NCI Agency tools.
9 SECURITY
Delivering services under this SoW requires a valid NATO SECRET security clearance.
All the deliverables of this project will be considered NATO UNCLASSIFIED, while access to networks exceeding this classification level is required.
With this role being of technical nature providing administrative support, a security clearance at the NATO Secret level is required prior to the start of the engagement.
10 PRACTICAL ARRANGEMENTS
The service depicted in this SOW is expected to be carried by a SINGLE RESOURCE.
Place of Performance:
The Contractor’s personnel will be required to provide the service 80% at the NCI Agency location in Braine-l'Alleud or NHQ Brussels (Belgium). The exact location will be determined by the NCI Agency latest at contract award and it might change during the execution of the contract and it is subject to contract amendment. The remaining 20% of the time, the Contractor’s personnel can provide the service from home, provided that this is within a NATO country, following the rules and regulations applicable for the operations of NATO CIS.
Operation Service:
NCIA Recognised Business hours/Holidays: NCIA-BLA or NHQ Brussels (Belgium) official holiday schedule applies and will be provided to the Contractor’s personnel .
NCIA Hours of Operations: Monday to Thursday 0830 – 1730 and Friday 0830 – 1530 (CET)
Travel
Travel costs from off-site of Contractor location to on-site to Braine-l'Alleud or NHQ Brussels (Belgium) and vice versa shall be included in the sprint costs.
Contractor’s personnel will be required to travel to a NCIA location or a NATO site for meetings and site implementations.
Travel will be the responsibility of the Contractor’s and the expenses will be reimbursed in accordance with Article of AAS Framework Contract and within the rules and limits of the NCIA Travel Directive. They will be invoiced separately to the purchaser by the service provider, in accordance with the terms and conditions of the framework agreement. These additional travel costs are considered an extra charge to the overall bid price
Contractor Furnished Services:
Contractor shall furnish everything required to perform the contract except for the items specified and covered under NCIA Furnished Property and Services below.
NCIA Furnished Property and Services:
Access to relevant networks and environments will be provided by NCIA
Others
The service depicted in this SOW is expected to be carried by a SINGLE RESOURCE
11 QUALIFICATIONS
[See Requirements]
Requirements
9 SECURITY
1. Delivering services under this SoW requires a valid NATO SECRET security clearance. With this role being of technical nature providing administrative support, a security clearance at the NATO Secret level is required prior to the start of the engagement.
11 QUALIFICATIONS
2. The Contractor’s personnel supporting this service shall have experience in project administration, with a strong understanding of project management principles. Familiarity with cloud technologies and platforms such as Microsoft Azure, AWS, and Microsoft 365 is an asset.
3. The Contractor’s personnel should have excellent organizational, communication, and time-management skills to coordinate complex projects and interact with multiple teams. A proactive, solution-oriented mindset and the ability to provide the service effectively in a distributed and dynamic environment are essential for this service.
The Support for Project Management requires a Project Manager with the following qualifications:
1) Project Management Knowledge
4. Working in a Project Management / Administration role for at least 3 years
5. Basic understanding of project management principles, methodologies, and tools.
6. Familiarity with project management software such as ServiceNow, Microsoft Project, or similar tools to track resources, schedules, and milestones
7. Working with at least one of the above mentioned project management software at least for 2 years.
8. Understanding of project life cycles and the ability to assist in the planning and execution of projects from initiation to completion.
2) Organizational Skills
9. Strong attention to detail with the ability to manage multiple tasks simultaneously.
10. Proven ability to maintain and update project schedules, resource allocations, and documentation.
11. Capacity to handle and prioritize competing demands in a fast-paced environment.
3) Communication Skills
12. Excellent verbal and written communication skills to effectively collaborate with team members, stakeholders, and senior project managers.
13. Ability to prepare and distribute meeting agendas and minutes, ensuring clarity and accuracy in communication.
14. Strong interpersonal skills for coordinating with different teams and stakeholders and ensuring timely follow-ups.
4) Team Collaboration
15. Proven ability to work collaboratively within a team, ensuring smooth coordination of project activities.
16. Willingness to support technical leads and other teams to ensure project success and resolve project-related issues.
5) Adaptability and Learning Ability
17. Eagerness to learn and grow in project management, with a proactive approach to personal development and skill enhancement.
18. Adaptability to changing project requirements and an evolving work environment.
6) Technical Proficiency
19. Advanced proficiency in using standard office software including Microsoft PowerPoint, Word and Excel, with an experience of 3 years.
20. Familiarity with at least one cloud-based platforms (, Microsoft 365) or project management tools (, ServiceNow, Jira).
7) Others:
21. The candidate has strong customer relationship skills, including negotiating complex and sensitive situations under pressure.
22. Full proficiency in the English language. French language proficiency is of advantage.
23. The candidate must have the nationality of one of the NATO nations.