2026-0101 Office Support Services for ITM Recovery Project (NS) BELGIUM - 28 Jul

Deadline Date:  Tuesday 28 July 2026



Requirement:  Project Office Support Services for the ITM Recovery Project



Location:  Braine l'Alleud, Belgium (50% on-site / 50% off-site)



Cost Not to Exceed: 13,950 EUR/sprint



Period of Performance:  As soon as possible but not later than 1 September 2026 until 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.



Introduction



The ITM Recovery Increment 1 (ITM RC1) project will replace the legacy Automated Information Systems (AIS) NS classification network with a modernized ITM Operational Network (ON) at NS in a private cloud across the NATO Command Structure (NCS). The project structure includes 14 Work Packages, organized in 4 pillar teams with about 30 people interacting daily with each other and externally too. This RFQ falls under WP01 Project Management scope.



Objectives



NCI Agency seeks to engage a qualified supplier to augment the existing Project Office Management (POM) team and provide an experienced project office professional, to achieve the following objectives:

• Strengthen delivery governance and assurance across the project.
• Provide surge capacity during periods of activities ramp-up or transition.
• Ensure application of project management standards and reporting, tooling, and RAID/RIDAC processes to a consistent, sustainable baseline.
• Deliver measurable improvements in schedule adherence, risk visibility, and stakeholder confidence.
• Progressively transfer capability and knowledge to internal staff, reducing long-term contractor personnel dependency.

Scope of Work



Role Categories Required

Suppliers are invited to quote for a Deputy POM. NCIA requires the suppliers to provide CVs, rates, availability, evidence of relevant experience and approach to delivering the requested objectives (max 2 pages).

After an initial screening, virtual interviews will be held with the shortlisted personnel to assess their applications. The Deputy Project Officer is expected to act as alternate to the NCIA POM officer.



Responsibilities & Deliverables

The Deputy Project Officer will work alongside project leadership to coordinate delivery across the project, maintain governance structures, ensure Work Packages are tracked to agreed baselines, and will be expected to:

• Maintain detailed project plans, and status reports aligned to the NCIA's methodology (NCIA is utilizing PRINCE2).
• Support the PM and POM in project boards and steering committees; prepare board packs and decision papers.
• Manage budgets including forecast-to-complete and variance reporting.
• Maintain and continuously improve portfolio-level reporting dashboards (Jira / ServiceNow / Power BI / Excel).
• Provide administrative and scheduling support to work package managers and project leadership.
• Consolidate RAID data across projects; facilitate RIDAC reviews and escalation tracking.
• Support benefits realisation tracking and milestone management.
• Produce weekly and monthly portfolio status reports for senior leadership (scope, schedule, budget,  RAG ).
• Maintain the programme document library and governance calendar.
• Track actions and decisions; circulate meeting minutes and follow up on action owners.
• Maintain resource trackers, cost logs, and procurement schedules.
• Populate the Lessons Learnt register.
• Propose improvements to PMO operating processes and project governance.
• Onboard new project team members into project tooling and processes.

Most of the tasks described above will provide the analytical and reporting backbone of the PMO, ensuring leadership has accurate, timely, actionable portfolio data.

The Contractor personnel will be part of a team and will provide services using Agency tools and reporting. This will include weekly scrum meetings to track progress and more asynchronous meetings based on the deliverables listed further in this RFQ.



Requirements

Standards and Methodology



Contractor personnel must be able to demonstrate expertise and knowledge of the following.

The Deputy Project Officer will be expected to be expert in :

• At least one recognised delivery methodology (PRINCE2, MSP, PMI-PMP, SAFe, or equivalent).
• Experience with the Organisation's specific tooling environment: Jira, ServiceNow, MS Project, and SharePoint. Experience with similar tools will be accepted.
• Relevant sector experience (e.g., financial services, public sector, infrastructure, or IT transformation).
• Proficiency and experience in taking meeting minutes and drafting comprehensive summaries.
• Proficiency and experience in managing a Microsoft SharePoint portal.
• At least five (5) years of experience in project management support.
• Good knowledge of project management principles, practices, and procedures.
• Proficiency in the use of the Microsoft Office Suite.
• Thorough knowledge of the English language, both written and spoken, including the ability to write concise texts and instructions for different audiences.
• Ability to establish and maintain effective working relationships with stakeholders, with a positive attitude.

Security

• Delivering services under this SoW requires a valid NATO SECRET security clearance.

Additional Comments



These services require administrative skills, but some technical expertise would be beneficial. The following would be considered an advantage for the Contractor personnel:

• Facility to design and implement relational databases in MS database or Power BI.