2025-0375 Principal Logistics Support Service (NS) FRI 13 Feb

Deadline Date: Friday 13 February 2026

Requirement: Principal Logistics Support Service

Location: Braine-lAlleud 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 30th March 2026 31 December 2026 with possibility to exercise the following options:

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

Required Security Clearance: NATO SECRET

Note: A signed NDU is required.

1 INTRODUCTION

Supporting NATO throughout all its geographical locations the NCI Agency is looking for Principal Logistics Support Assistant.

NCIA Migration to Cloud

The NATO Communications and Information Agency (NCI Agency) is dedicated to supporting NATOs strategic objectives including the ambitious NATO 2030 agenda. As part of this commitment we are spearheading the modernization and digital transformation of NATOs 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.

Principal Logistics Support Assistant.

In scope of Logistics Support the Contractors personnel shall support supply chain logistics and coordination of logistics activities of cloud-related projects within the NCI Agency ensuring the execution of each step in the logistical lifecycle of IT assets according to the rules regulations and best practices of the organization. The Contractors personnel will communicate and coordinate with all stakeholders involved in the NCI Agencys logistics processes as well as the project management team.

2 OBJECTIVES

The NCI Agency is looking for a service that will provide the Principal Logistics Support Assistant capacity.

3 SCOPE OF WORK

The scope of the work comprises of sprints in which one or more of the following tasks will be executed:

Creates updates consults and approves material transactions using the Agencys automated information management systems where authorized;

Coordinates and liaises with suppliers to ensure compliance and timely performance of contract tasks as they relate to the procurement and delivery of equipment including material return streams such as dead-on-arrival and warranty cases;

Select optimal transportation modes and initiate organize coordinate and monitor transportation and delivery of all Agency acquired hardware;

Managing and maintaining the property accounting records for assigned projects and accounts including on-site inventory checking and reporting;

Perform all logistics related administrative tasks in regards to packaging labelling inspecting shipping handling and disposal of material including inventory reporting export control and customs clearance;

Actively participating in or leading the logistics effort in the formal acceptance from contractors of all hardware deliverables and their subsequent handover to users;

Performs other logistics-related duties as may be required.

Communicate effectively with stakeholders to understand project management requirements and address concerns.

The Contractors personnel will be part of the project management team. Close coordination of all activities with the NCI Agency Project Manager (PM) as well as strict adherence to agreed timelines is mandatory

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 Contractors 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:

4.1 Sprint Planning:

Objective: Plan the objectives for the upcoming sprint

Kick-off 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 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.

4.2 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 or in person via electronic means using Conference Call capabilities according to the NCI Agency staff instructions.

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.

4.3 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 NCI Agency 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.

4.4 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 contractors 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 sprints 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 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 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 Contractors 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 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 Contractors 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 Purchasers authorized point of contact and the Contractors 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 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 Contractors personnel

6 COORDINATION AND REPORTING

The Contractors personnel shall report to the Project Manager.

The Contractors 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 Contractors 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 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.

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.

10.1 Place of Performance:

The Contractors personnel will be required to provide the service 80% at the NCI Agency location in Braine-lAlleud 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 Contractors 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.

10.2 Operation Service:

NCIA Recognised Business hours/Holidays: NCIA-BLA or NHQ Brussels (Belgium) official holiday schedule applies and will be provided to the Contractors personnel .

NCIA Hours of Operations: Monday to Thursdayand Friday(CET)

10.3 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.

10.4 NCIA Furnished Property and Services:

Access to relevant networks and environments will be provided by NCIA

10.5 Travel

Travel costs from off-site of Contractor location to on-site to Braine-lAlleud or NHQ Brussels (Belgium) and vice versa shall be included in the sprint costs.

Contractors 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 Contractors and the expenses will be reimbursed in accordance with Article 5.5 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

11 QUALIFICATIONS

See Requirements

9 SECURITY

• 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

• The Contractors personnel supporting this service shall have experience in Supply Chain Management with a strong understanding of NCI Agency logistics processes and procedures.
• The Contractors personnel should have excellent organizational communication and time-management skills to coordinate complex logistics within projects and interact with multiple teams. A proactive solution-oriented mindset and the ability to work effectively in a distributed and dynamic environment are essential for this service.

The agency requires a Principal Logistics Support Assistant with the following qualifications:

1) Experience and Education:

• Vocational training at a higher administrative level or equivalent combination of appropriate qualifications and experience;
• At least eight (8) years relevant experience in the field of Supply Chain Logistics or in logistics life-cycle operations;
• Knowledge of life-cycle logistics operations to the technician level;
• Ability to work responsibly and independently;
• Ability to use office automation tools specifically to manipulate Microsoft Excel data bases Word documents and PowerPoint presentations;
• Ability to communicate effectively both orally and in writing and the ability to assist ILS Officers in providing briefing presentations.

2) Communication Skills

• Excellent verbal and written communication skills to effectively collaborate with team members stakeholders and senior project managers.
• Ability to prepare and distribute meeting agendas and minutes ensuring clarity and accuracy in communication.
• Strong interpersonal skills for coordinating with different teams and stakeholders and ensuring timely follow-ups.

3) Team Collaboration

• Proven ability to work collaboratively within a team ensuring smooth coordination of project activities.
• Willingness to support technical leads and other teams to ensure project success and resolve project-related issues.

4) Adaptability and Learning Ability

• Eagerness to learn and grow in project management with a proactive approach to personal development and skill enhancement.
• Adaptability to changing project requirements and an evolving work environment.

5) Technical Proficiency

• Advanced proficiency in using standard office software including Microsoft PowerPoint Word and Excel.
• Familiarity with cloud-based platforms (e.g. Microsoft 365) and project management tools (e.g. ServiceNow Jira) is an advantage but not mandatory.

6) Others:

• The candidate has strong customer relationship skills including negotiating complex and sensitive situations under pressure.
• Full proficiency in the English language. French language proficiency is of advantage.
• The candidate must have the nationality of one of the NATO nations.

Required Experience:

Staff IC