2026-0093 Business and PMO Support Services (NS) BELGIUM - 9 Jul

Deadline Date: Thursday 09 July 2026
 
Requirement: Business and PMO Support Services (NIMSC-2026-30)
 
Location: Braine-l'Alleud, Belgium. This location is expected to be vacated during the course of 2027, with final closure no later than 31 December 2027. The place of performance will transition to Brussels or Mons, Belgium during this period, depending on operational requirements and business needs.
 
Cost Not to Exceed: EUR 8,208 per month
 
Period of Performance: Base Period: commencing as soon as possible, but no later than 11 August 2026, until 31 December 2026. Option Year 1: 12 months immediately following the Base Period. Option Year 2: 12 months immediately following Year 1. Option Year 3: 12 months immediately following Year 2.
 
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 NATO Integrated Mission Services Centre (NIMSC) is responsible for the coordination, planning, and delivery of engineering and operational support capabilities across Mobile CIS Infrastructure, including Deployable CIS Services (DCIS), Dispersible Systems, Highly Mobile Systems, SATCOM, and Wireless Communications.
• The Land and Air Business Unit, operating within NIMSC, has been established to support the delivery of NIMSC's mission to provide the NATO Alliance and its partners with continuous (24/7), scalable, protected, secure, reliable, and integrated CIS services. In support of this mission, the Land and Air Business Unit requires structured Business and PMO Support Services to enable the effective coordination, monitoring, and governance of its programmes, projects, and services.
• Through this Statement of Work, NIMSC seeks industry support to provide these services in a consistent and controlled manner. The objective is to ensure efficient administrative operations, high-quality and auditable reporting, effective tracking of activities and financial processes, and improved data quality to support decision-making and performance monitoring.
• The Contractor, through the provision of qualified personnel, shall deliver dedicated Business and PMO Support Services. This shall include coordination of activities, consolidation and validation of data, support to financial tracking (including PR/PO processes), maintenance of reporting artefacts, and facilitation of communication across stakeholders. All services shall be delivered in alignment with applicable governance frameworks, ensuring transparency, traceability, and operational continuity across the Business Unit's activities.

Intended Business Outcome
 
The intended business outcome of this Statement of Work is to ensure the efficient, reliable, and transparent execution of administrative, financial, and PMO support activities, enabling effective management of programmes, projects, and services within NCIA.
Specifically, the objectives are to:

• Ensure administrative efficiency and operational continuity through structured support to PMO activities, including tracking of milestones, tasks, and deliverables.
• Improve data quality and reporting accuracy by ensuring timely, consistent, and validated administrative and financial data to support decision-making.
• Strengthen governance, compliance, and financial traceability by aligning all activities with NCIA standards and ensuring auditability of processes and data.
• Enhance coordination and communication across stakeholders through structured tracking of actions, meetings, and deliverables.
• Support resource visibility and workload management across projects and services.
• Promote process standardisation and effective use of corporate tools to ensure consistency in administrative workflows, tracking, and reporting.

The successful delivery of this Statement of Work will result in a well-coordinated, transparent, and efficiently managed administrative and PMO environment, supporting accurate reporting, effective decision-making, and continuous operational performance within the Business Unit and its wider NIMSC.
 
Scope of Work:

• The scope of this Statement of Work covers the provision of Business Administration and PMO Support Services to the Land and Air Business Unit within NIMSC. The Contractor shall provide structured administrative, coordination, financial, and reporting support to enable the effective execution, monitoring, and governance of programmes, projects, and services. The services shall be delivered in a continuous and controlled manner, ensuring alignment with operational priorities, governance requirements, and business objectives.
• The services shall be delivered through the assignment of one (1) qualified personnel as set out in Section 8. The assigned personnel shall perform the activities defined herein and contribute to the achievement of the agreed service levels and performance targets.
• The Contractor shall ensure that the assigned personnel: possess the required qualifications and experience; perform the tasks in accordance with NCIA processes and procedures; and maintain continuity and quality of service delivery.

Business and PMO Support Activities
 
The Contractor shall provide Business and PMO Support Services contributing to the efficient coordination, administration, and performance monitoring of activities within the Land and Air Business Unit.
 
Administrative, Reporting, and Documentation Support
 
Preparation and maintenance of administrative documentation, reports, presentations, and correspondence; collection, consolidation, validation, and maintenance of data across programmes, projects, and services; development and maintenance of reports, dashboards, trackers, and KPI artefacts to support business operations and decision-making; ensuring data accuracy, quality control, and proper document management in accordance with applicable standards.
 
Coordination and Stakeholder Support
 
Support to the coordination of meetings, workshops, and governance activities, including preparation of agendas, briefings, and supporting materials; facilitation of structured communication and coordination across stakeholders; recording and distribution of Minutes of Meetings and maintenance of action trackers; monitoring and follow-up of actions to ensure timely completion and alignment.
 
Tool, Data, and Governance Support
 
Maintenance and update of information within corporate tools and platforms (e.g., ServiceNow, SharePoint or equivalent); support to workflow tracking, request management, and administrative processes; maintenance of repositories and information management systems, ensuring data integrity and consistency; ensuring compliance with applicable governance, security, financial, and audit requirements.
 
Financial and Business Operations Support:

• Support to financial tracking activities, including budgets, Purchase Requests (PR), Purchase Orders (PO), expenditure, and revenue; maintenance of financial trackers and contribution to financial reporting across projects and services; support to financial planning, forecasting inputs, and execution monitoring; contribution to the development and tracking of financial and performance KPIs; support to management reviews and business performance reporting.
• All activities shall be performed in accordance with applicable governance frameworks, ensuring consistency, traceability, transparency, and auditability of administrative, financial, and reporting processes.

Business and PMO Support Deliverables:

• Weekly Management Report: Weekly
• Weekly Resource Management Report: Weekly
• Weekly Business Dashboard Checking and Reporting: Weekly
• Weekly Report on Tasker Trackers: Weekly
• Monthly ServiceNow TAS Booking Verification: Monthly
• Monthly Budget Tracking: Monthly
• Monthly PR/PO Logs per Project and Portfolio: Monthly
• Meeting and Coordination Outputs (agendas, presentations, briefing materials, Minutes of Meetings, and action trackers): Ad hoc upon request
• Financial and Business Monitoring Reports (financial summaries, forecast inputs, and ad-hoc financial analysis): Ad hoc upon request
• Data Management and System Outputs (updated records, workflows, and validated data within ServiceNow, SharePoint, EBA, or equivalent systems, including audit-ready documentation): Ad hoc upon request

All deliverables shall be produced in accordance with NCIA and NIMSC requirements and shall be subject to review and acceptance as part of the service performance validation process.
 
Continuous Service Improvement
 
The Contractor shall identify opportunities for service optimisation and efficiency improvements; propose and track corrective and preventive actions; and monitor trends and recurring issues to drive long-term improvements. All improvement actions shall be documented, reviewed during governance meetings, and tracked to completion.
 
Service Reporting
 
The Contractor shall establish, maintain, and operate a structured reporting framework to ensure full visibility of service performance, operational status, and compliance with the requirements of this Statement of Work. The reporting framework shall provide transparent and auditable evidence of service performance against KPIs and SLAs; enable continuous monitoring of service quality, trends, and risks; provide visibility of customer engagement and satisfaction levels; support governance, decision-making, and prioritisation of service improvements; and facilitate performance validation and application of service credits.
 
Service Performance Report

• The Contractor shall produce a Monthly Service Performance Report, which shall consolidate and reflect the status and outputs of all deliverables defined in Section 3.1.1. The report shall include, as a minimum:
• Summary of activities performed during the reporting period; consolidated status of all deliverables (Weekly Management Reports, Weekly Resource Management Reports, Weekly Business Dashboard Monitoring and Reporting, Weekly Tasker Tracker Reports, Monthly ServiceNow TAS Booking Verification, Monthly Budget Tracking, Monthly PR/PO Tracking); overview of key data outputs, dashboards, and reporting artefacts; summary of financial tracking activities including budget status and PR/PO progress; status of actions and taskers including overdue or at-risk items; summary of meeting and coordination activities (MoMs, action trackers, key decisions); identified issues, risks, and mitigation actions; and recommendations for improvements in processes, reporting, or coordination.

KPI Reporting
 
The Contractor shall provide KPI measurement data and supporting evidence, identification of KPI breaches, and calculation of applicable Service Credits. This report shall serve as the basis for performance validation and payment.
 
Reporting Obligations

• The Contractor shall ensure that all reports are completed and submitted no later than the fifth (5th) working day following the end of the respective reporting period, unless otherwise agreed. All reports shall be accurate, complete, and aligned with data recorded in the NCIA toolset; suitable for performance validation, KPI assessment, and payment adjustment; produced using NCIA-approved formats; traceable and auditable; and reviewed during regular service review meetings.
• NCIA reserves the right to request clarification of reported data, validate reported information against system records, and require corrective actions in the event of discrepancies or deficiencies.

Requirements
Qualifications:

• The assigned personnel shall demonstrate a minimum of three (3) years of professional experience in business administration, project support, or programme/PMO support functions within a complex, multi-stakeholder organisational environment.
• Proven experience in supporting planning, coordination, reporting, and day-to-day business operations across multiple stakeholders, ensuring structured execution and follow-up of activities.
• Demonstrated ability to prepare, structure, and maintain high-quality reports, dashboards, KPIs, and performance tracking tools, including consolidation, validation, and analysis of operational, financial, and project-related data to support decision-making and periodic reviews.
• Experience in preparing agendas, presentations, and briefing materials, as well as producing accurate Minutes of Meetings (MoM), maintaining action trackers, and ensuring structured follow-up of tasks and decisions, with the ability to support clear and professional stakeholder communication.
• Strong command of Microsoft Office applications, particularly Excel, Word, and PowerPoint, including advanced use of Excel for data analysis, tracking, and reporting, as well as experience with enterprise tools such as ServiceNow, SharePoint, Power BI, EBA, or equivalent systems for workflow, reporting, and information management.
• Experience in supporting financial administration processes, including tracking of Purchase Requests (PRs), Purchase Orders (POs), and related financial workflows within enterprise systems.
• Experience working within large, complex, and international organisations, with exposure to structured governance and reporting environments.
• Previous experience working within NATO, preferably within NCIA or similar defence or governmental environments, shall be considered an asset.
• Strong written and verbal communication skills, with the ability to support stakeholder coordination in a structured, clear, and professional manner.

Educational Qualifications:

• University degree or equivalent higher vocational training in Business Administration, Management, Finance, Economics, Project Management, or a related field. Equivalent professional experience (minimum of five (5) additional years in relevant roles) may be accepted in lieu of a formal degree.