C005016 Senior Learning Coordinator (NS) BELGIUM - 24 Aug

Deadline Date: Monday 24 August 2026



Requirement:   Senior Learning Coordinator



Location: Mons, BELGIUM



Full Time On-Site: Yes



Time On-Site: 100%



Not to Exceed Rate: 58 EUR



Total Scope of the request (hours): 600



Required Start Date: 28 September 2026



End Contract Date: 31 December 2026



Required Security Clearance: NATO SECRET



Please do NOT apply for any NATO contract positions unless you meet ALL the following criteria:

1. Current National or NATO SECRET clearance
2. Nationality of one of the NATO member countries
3. Current work visa for the specific location if applying for an in-country position

Any applications that do NOT meet all the above - and do not CLEARLY show these on the CV - will be deleted.



Duties & Role:



In support of the NCI Academy's commercial training portfolio for external customers, the Senior Learning Coordinator, shall perform the following activities:



Course Coordination and Delivery Support

• Act as the primary point of contact between external customers and internal stakeholders, including Branches, instructors, and Academy management, to ensure the smooth coordination and delivery of commercial training activities.
• Develop and maintain delivery plans for commercial training iterations based on customer requirements and NCI Academy delivery policies.
• Initiate and follow up on Purchase Requisitions (PRs) and related financial documentation (receipts, work confirmations, price calculations) to support course iterations, public events, and Mobile Training Team (MTT) deliveries.
• Manage logistical aspects of training, including room bookings, facility access (SHAPE / The Hague), and coordination of supplier-provided services.
• Address and resolve operational or technical issues that arise before or during training delivery, ensuring minimal disruption to learning activities.
• Consolidate or merge course iterations when enrolment falls below the minimum threshold, ensuring efficient resource utilization and adherence to Academy standards.

Administrative and Financial Coordination

• Operate within the EBA and Training Management System (TMS) environments to manage administrative, financial, and scheduling data for commercial training.
• Maintain accurate and up-to-date TMS information, including pricing, PR and receipt references, seat allocations, and iteration details.
• Process and modify financial transactions in EBA (Purchase Requests, Receipts, Work Confirmations) in coordination with relevant financial and procurement focal points.
• Request and process supplier quotations and attendance reports to support planning, monitoring, and reporting of commercial training activities.
• Provide estimated fund requirements and ensure cost transparency for planned training activities.
• Support the delivery of public training events, ensuring compliance with procurement, financial, and communication procedures.

Customer and Stakeholder Engagement

• Respond promptly and professionally to customer and student queries via the Delivery common mailbox and other communication channels.
• Facilitate flexible responses to customer change requests, adjusting course iterations or logistics as required while ensuring compliance with Academy policies.
• Build and maintain a network of Points of Contact (POCs) internally and externally to enhance coordination and responsiveness.
• Keep the Catalogue Manager informed of all relevant updates to commercial training offerings, pricing, and iteration changes.
• Support onboarding and tailoring of new commercial training offerings based on customer requirements and market demand.
• Communicate constructively with suppliers to ensure high-quality service delivery and timely resolution of operational issues.

Requirements

Skills, Knowledge & Experience:

• The candidate has a NATO SECRET security clearance, provided by the national security organization valid at the time of submission of the bid and covering the period of the contract
• Fluent in English and must be able to read and write technical and user documentation.
• A minimum of 3 years of progressively responsible experience in an Education or Training facility or in the training department of a NATO command or international organization
• Experience managing complex scheduling and allocation of resources, preferably in an academic or training setting or similar environment
• Experience and proficiency with enterprise systems (e.g., TMS, EBA, ERP/financial tools), including data entry, record management, and basic financial processing)
• Proven customer service experience communicating with customers, internal staff, external entities and stakeholders.
• Proven ability to manage multiple and competing demands and a rapidly changing environment.
• Strong administrative and organizational skills, with proven experience managing logistics, scheduling, and high-volume operational tasks
• Familiarity with E-ITEP or comparable Learning Management Systems (LMS), including the ability to manage, upload, and maintain course and schedule data.
• Knowledge of Course Control Documents (CCDs) or equivalent course descriptions, lesson plans, and instructional documentation used in structured training environments.
• Awareness of the NATO Bi-SC Directive 075 as the overarching framework governing NATO Education, Training, and Exercise (E&T&E) activities, or the ability to rapidly acquire such knowledge.
• Solid reporting and data management skills, including the ability to prepare reports on course iterations and course plans, and to perform data downloads and bulk uploads in E-ITEP and training management systems