2025-0316 Support for Contractor Recruitment Activities (NS) FRI 17 Oct

Deadline Date: Friday 17 October 2025

Requirement: Support for Contractor Recruitment Activities

Location: Brussels BE

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: 2025 BASE: as soon as possible but not later than 24th November 2025 (tentative) 31st December 2025 with possibility to exercise the following options:

2026 Option: 1st January 2026 until 31st December 2026

2027 Option: 1st January 2027 until 31st December 2027

2028 Option: 1st January 2028 until 31st December 2028

Required Security Clearance: NATO SECRET

1 INTRODUCTION

NCIA CSU BRU

To strengthen the Alliance through connecting its forces the NCI Agency delivers secure coherent cost effective and interoperable communications and information systems in support of consultation command & control and enabling intelligence surveillance and reconnaissance capabilities for NATO where and when required. It includes IT support to the Alliances business processes (to include provision of IT shared services) to the NATO HQ the Command Structure and NATO Agencies.

The Directorate of CIS Support Units (DCSU) is responsible to manage deliver and maintain assigned Communications and Information System (CIS) products and services for the Agencys customers including NATO Headquarters (NHQ) the NATO Command Structure (NCS) NATO Force Structure (NFS) Nations and internal Agency users. DCSU provides liaison planning and coordinating functions for Alliance Missions Operations and Exercises. Services are delivered in coordination with the Enterprise Service Operations Centre (ESOC) and Agency Service Lines/Service Centers under the Enterprise Service Delivery Model (ESDM).

NCI Agency CIS Support Unit (CSU) Brussels located in Brussels (BEL) is the primary Information Communications and Technology (ICT) service provider for 24/7 support to the Secretary General the International Staff (IS) the International Military Staff (IMS) and other Customers in the NATO Headquarters in Brussels. CSU Brussels enables endtoend CIS services as it installs operates maintains and supports the full range of CIS capabilities during peacetime crisis and war throughout its allocated Area of Responsibility (AOR) and as otherwise directed.

2 SCOPE OF WORK

CSU Brussels is seeking to hire a Recruiter to assist with the recruitment of contractors across various technical teams. This role is crucial in ensuring efficient and effective hiring processes to meet our increased demand for contractors.

The main objectives of this statement of work can be summarized as follows:

• Collaborate with technical teams to draft comprehensive job descriptions / Statements of Work (SOW) for contractor roles.
• Prepare and submit documentation required for acquisition and contracting processes.
• Participate in interview panels compile minutes and decisions
• Assist in the selection process.
• Facilitate the onboarding process for selected contractors ensuring all administrative tasks are completed efficiently.

2.1. The following deliverables are expected from this statement of work:

• Draft and refine job descriptions / Statements of Work based on input from technical teams.
• Submit necessary documentation to acquisition for contract processing.
• Attend and contribute to interview panels providing support in compiling notes and feedback.
• Assist in the selection process by providing insights and recommendations.
• Manage follow-up administration to ensure smooth onboarding of contractors.
• Handling in-year documentation to support the ongoing contracts.

Under the direction/guidance of the Head of CSU and Technical Team Leads the Recruiter will support the following activities:

2.2. Documentation and Coordination:

• Collaborate with technical teams to gather necessary information for job descriptions and SOWs.
• Prepare and organize documentation for acquisition and contracting processes.
• Ensure timely submission and tracking of all documentation.

2.3. Interview and Selection Support:

• Prepare and plan the interview panels.
• Participate in interview panels taking detailed notes and compiling feedback.
• Provide recommendations based on observations during interviews.
• Assist in the coordination of interview schedules and logistics.

2.4. Onboarding Administration:

• Coordinate with relevant departments to ensure all onboarding requirements are met.
• Facilitate communication between selected contractors and internal teams.
• Ensure all administrative tasks related to onboarding are completed efficiently.

The services related to the activities above will be delivered in Sprints and each sprint will have the duration 5 working days. The content and scope of each sprint will be agreed during the sprintplanning meetings as covered in this section 3.

3 SPRINTS PLANNING EXECUTION REVIEW AND PAYMENT

Due to the AGILE approach of this project the deliverables will be provided for each sprint as well as their associated acceptance criteria at the beginning of the sprint. This includes sprint planning execution and review processes which are detailed below:

3.1. Sprint Planning:

Objective: Plan the objectives for the upcoming sprint

Kickoff meeting: Conduct a monthly meeting with the contractors personnel to plan the objectives of upcoming sprints and review contractors 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 deliverables for each sprint.

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 4.

3.2. Sprint Execution

Objective: Contractors personnel to execute the agreed sprint plans with continuous monitoring and adjustments.

Regular meetings between NCIA and the Contractors 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.

Continuous improvement: Contractors 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: Contractors personnel to use a shared dashboard or tool to track the status of the sprint deliveries and any issues.

Quality Assurance/Quality Check: Contractors 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.

3.3. 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 NCIA and the Contractors 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.

3.4. 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 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 sprints 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.

The contractors 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 Contractors personnel and project authority.

If the Contractors personnel fails to meet the agreed Acceptance criteria for any task the NCIA reserves the right to withhold payment for that task/sprint. The daily activities represent 20% of the total NTE sprint cost.

4 PAYMENT SCHEDULE AND DELIVERABLES

The following deliverables are expected from this statement of work:

1. Complete the activities/tasks agreed in each spring meeting as per sections 2;

2. Produce sprint completion reports (format: email update) which include details of activities performed and the list of the deliverables of the week.

3. Payment Schedule will be monthly for the completed and accepted sprints within the month

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 (2025) at the same cost for following years () the Price

Adjustment Formula will be applied in accordance with paragraph 6.5 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 and the NCIA POC.

The following deliverables are expected from the service on this statement of work:

2025 BASE: 24th November 2025 to 31 December 2025:

Deliverable: 4 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 Purchasers authorized point of contact and the Contractor

Subject on actual requirements contractor performance and available funding.

OPTIONS: 01 JANUARY TO 31 DECEMBER 2026/2027/2028

Deliverable: 46 sprints

Cost Ceiling: Price will be determined by applying the price adjustment formula as outlined in CO115786 AAS Special Provisions article 6.5.

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 Purchasers authorized point of contact and the Contractor

5 SCHEDULE

This task order will be active immediately after signing of the contract by both parties.

It is expected the service starts as soon as possible but not later than 24th November 2025 and ending no later than 31st December 2025.

If the 2026 option is exercised the period of performance is 01 January 2026 to 31 December 2026.

If the 2027 option is exercised the period of performance is 01 January 2027 to 31 December 2027.

If the 2028 option is exercised the period of performance is 01 January 2028 to 31 December 2028.

6 CONSTRAINTS

All the deliverables provided under this statement of work will be based on NCIA templates or agreed with the project point of contact.

All support maintenance documentation and required code will be stored under configuration management and/or in the provided NCI Agency tools.

All developed solutions tools and code under this project will be property of the NCI Agency.

7 SECURITY

At the NCI Agency or other NATO sites the highest level of classification that contractor may need to access is NATO SECRET (NS). As a result of this contractor must hold a valid NATO SECRET Security Clearance.

The performance of these services require a valid NATO SECRET security clearance.

The expected classification level of the deliverables is up to NATO SECRET.

The execution of the services may require the consultants to access information as well as CIS systems classified up to NATO SECRET.

8 COORDINATION AND REPORTING

The contractors personnel shall participate in weekly status update meetings activity planning and other meetings as instructed.

The contractor shall report to Head Coherence Branch.

9 PRACTICAL ARRANGEMENTS

This is a deliverablesbased contract.

It is expected that ONE resource is providing the above services.

Contractor will be part of the NCIA NHQ/CSU Brussels Coherence Branch.

The contractor will provide services on-site with the possibility of remote work as needed.

9.1. Operation Service:

The service will be conducted during normal office hours (Monday to Thursday from 08h30 until 17h30 and Friday from 08h30 until 15h30) following the NCIA Brussels calendar.

9.2. NCIA Services:

NCIA will provide access to relevant networks and resources as required by the project.

9.3. Travel:

There will be no requirements to travel to other sites within NATO for completing these tasks.

In case this will concur the travel costs will be the responsibility of the contractor and the expenses will be reimbursed in accordance with Article 5.5 of AAS Framework Contract and within the 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.

10 QUALIFICATIONS

See Requirements

7 SECURITY

• At the NCI Agency or other NATO sites the highest level of classification that contractor may need to access is NATO SECRET (NS). As a result of this contractor must hold a valid NATO SECRET Security Clearance.

10 QUALIFICATIONS

The consultancy support for this service requires support for Contractor Recruitment Activities with the following qualifications:

1) Essential qualifications:

• A minimum requirement of a Bachelors degree at a nationally recognised/certified University in a related discipline and 2 years postrelated experience;

Hard skills:

• Skill in Talent Sourcing and Headhunting;
• Skill in Data-Driven Recruitment Analytics;
• Skill in Candidate Screening and Assessment;
• Skill in Interviewing Skills and Behavioral Assessment;
• Skill in Diversity and Inclusion Hiring Strategies.

Soft skills:

• Skill in Effective Communication and Active Listening;
• Skill in Emotional Intelligence and Empathy;
• Skill in Relationship Building and Networking;
• Skill in Adaptability and Flexibility;
• Skill in Problem-Solving and Critical Thinking;
• Skill in Time Management and Organizational Skills;
• Skill in Persuasion and Sales Skills;
• Skill in Cultural Awareness and Diversity Sensitivity;
• Skill in Teamwork and Collaboration.

2) Desirable qualifications:

• Experience working with service-based contracts;
• Prior experience of working in an international environment comprising both military and civilian elements;
• Knowledge of NATO responsibilities and organization including ACO and ACT.

Required Experience:

Contract