2026-0046 Business Analyst and Reporting (NS) TUE 5 May

Deadline Date: Tuesday 5 May 2026

Requirement: Business Analyst and Reporting

Location: Mons BE

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: 2026 BASE: 10th of June 2026 31st December 2026 with possibility to exercise the following options:

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

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

Start date: As soon as possible but no later than 10th of June 2026

Required Security Clearance: NATO SECRET

1. INTRODUCTION

The Directorate of CIS Support Units (DCSU) enables end-to-end CIS services by directing local units at each command location through installation operation maintenance and support to the full range of CIS capabilities during peacetime crisis and war throughout their allocated Geographical and Functional Areas of Responsibility (GAoRs/FAoRs) and as otherwise directed. The CIS Support Units (CSU) provide an integral part of the delivery of Catalogue Services in support of service delivery as well as delivering local non-catalogue services for which the CSU Commander is the Service Owner (SO).

The CSUs and supporting CIS Support Elements (CSE) are fundamental to NATOs overall mission and specifically to the local commands mission.

2. OBJECTIVE

The Business Analyst (BA) will be responsible for ensuring comprehensive oversight and proactive maintenance of the organizations project portfolio while supporting the end-to-end annual budgeting process. The BA will provide insights to optimize resource allocation enhance budget accuracy and support strategic decision-making.

The objective of this engagement is to support business operations through business analysis and data reporting activities. This includes analyzing existing business processes understanding stakeholder requirements and translating business needs into data-driven insights. The role aims to ensure the availability of accurate and relevant reports and dashboards that support decision-making performance monitoring and continuous improvement of business activities. The work will focus on identifying key metrics improving data visibility and providing analytical support to help the organization make informed strategic and operational decisions while remaining flexible to address evolving business priorities and related analytical or reporting needs as they arise.

3. BACKGROUND

The Directorate of CIS Support Units (DCSU) is responsible to manage deliver and maintain assigned Communication and Information System (CIS) products and services for the NCIAs operational partners and customers including NATO Headquarters (NHQ) NATO Command Structure (NCS) NATO Force Structure (NFS) NATO member Nations and internal Agency users.

DCSU provides liaison planning and coordinating functions for Alliance Missions Operations Exercises and related Trainings (MOET).

Services are delivered in coordination with the Enterprise Service Operations Centre (ESOC) and NCIA Business Areas / Service Lines under the Enterprise Service Delivery Model (ESDM).

4. SCOPE OF WORK (DELIVERY-BASED)

The Business Analyst shall deliver defined portfolio budgeting forecasting and governance outputs in accordance with agreed timelines and quality standards. The role is outcome-focused and accountable for the production quality and usability of the deliverables listed below.

The Contractor should provide business analysis and reporting support to help improve visibility into business performance and support data-driven decision-making. This involves gathering and documenting business requirements analyzing processes and data sources and translating business needs into analytical outputs such as reports dashboards and data insights. The activities may include reviewing existing reporting structures identifying opportunities for improvement and supporting the development maintenance and enhancement of reporting solutions. The work may also involve collaborating with stakeholders to clarify requirements validating data and results and contributing to documentation and communication related to reporting and analytical deliverables. The scope remains adaptable to support ongoing business needs and priorities related to analysis reporting and data interpretation.

A. Portfolio Management Required Deliverables

A1. Centralized Portfolio Register

Deliverable: A fully operational centralized portfolio register containing standardized and validated project metadata financial data milestones risk indicators and dependency mapping.

Acceptance Criteria:

100% of active initiatives recorded

Standardized data fields applied across all entries

Monthly reconciliation with financial records

Documented data dictionary

A2. Executive Portfolio Dashboard

Deliverable: Automated dashboard(s) providing real-time or monthly portfolio performance visibility for senior stakeholders.

Acceptance Criteria:

Includes KPIs: budget utilization schedule variance risk exposure prioritization scoring

Updated at agreed reporting cycle (minimum monthly)

Executive summary view and detailed drill-down view available

Approved by Portfolio Sponsor

A3. Portfolio Review Pack

Deliverable: Structured portfolio review presentation pack for governance boards.

Acceptance Criteria:

Summary of key risks dependencies conflicts and prioritization recommendations

Financial status and forecast position included

Issued minimum 3 working days prior to review meeting

B. Annual Budgeting Required Deliverables

B1. Budget Planning Framework & Templates

Deliverable: Standardized budgeting templates submission guidelines and timeline plan for annual cycle.

Acceptance Criteria:

Templates approved by Finance

Clear cost categories and instructions

Version-controlled documentation

B2. Consolidated Annual Budget Submission

Deliverable: Validated and consolidated departmental budget submission aligned with strategic objectives.

Acceptance Criteria:

100% departmental submission compliance

Variance reconciliation completed

All assumptions documented

Delivered by agreed planning deadline

B3. Budget Analysis Report

Deliverable: Comprehensive analysis including trend review cost drivers risk assessment and scenario modeling outputs.

Acceptance Criteria:

Includes at least 3-year trend comparison

Scenario modeling (best case base case worst case)

Executive summary and recommendation section

C. Forecasting & Reporting Required Deliverables

C1. Rolling Forecast Model

Deliverable: Maintained rolling forecast model updated on a monthly basis.

Acceptance Criteria:

Integrated actuals vs forecast tracking

Documented assumptions log

Variance tracking threshold defined and applied

C2. Variance Analysis Report

Deliverable: Monthly variance analysis report with quantified root-cause identification and corrective recommendations.

Acceptance Criteria:

Variances categorized (volume price scope timing etc.)

Corrective action proposals included

Issued within agreed reporting cycle (e.g. 5 working days post month-end)

C3. Audit-Ready Documentation Repository

Deliverable: Structured repository containing methodology documentation business rules change logs and financial assumptions.

Acceptance Criteria:

Version-controlled

Traceable change history

Compliant with audit requirements

D. Stakeholder Engagement & Data Governance Required Deliverables

D1. Requirements & Workshop Outputs

Deliverable: Documented business requirements workshop summaries and action logs.

Acceptance Criteria:

Stakeholder sign-off obtained

Requirements traceability matrix maintained

D2. Data Governance Framework

Deliverable: Defined and implemented portfolio data governance framework including ownership model and quality standards.

Acceptance Criteria:

Defined data owners and custodians

Data quality rules documented

Data quality compliance 95%

5. CONSOLIDATED DELIVERABLES SUMMARY

A1 Centralized Portfolio Register: Standardized register of all active initiatives including financials milestones risks and dependencies

Frequency: Continuous; validated monthly

Acceptance Authority: Portfolio Sponsor / Contracting Authority

Key Acceptance Criteria: 98% data completeness; monthly reconciliation; documented data dictionary

A2 Executive Portfolio Dashboard: Executive-level performance dashboard with financial schedule risk and alignment indicators

Frequency: Monthly

Acceptance Authority: Senior Leadership / Portfolio Authority

Key Acceptance Criteria: Delivered within reporting cycle; validated against financial records

A3 Portfolio Governance Review Pack: Structured governance meeting documentation including financial position and risk overview

Frequency: Per governance cycle

Acceptance Authority: Governance Chair

Key Acceptance Criteria: Issued 3 working days prior to meeting; includes executive summary and recommendations

B1 Budget Planning Framework & Templates: Standardized templates guidance and budget cycle timeline

Frequency: Annual (prior to budget cycle)

Acceptance Authority: Finance Authority

Key Acceptance Criteria: Approved templates; version-controlled documentation

B2 Consolidated Budget Submission Package: Validated and reconciled consolidated departmental budget

Frequency: Annual

Acceptance Authority: CFO / Finance Authority

Key Acceptance Criteria: 100% submission tracking; discrepancies resolved; assumptions documented

B3 Budget Analytical Report: Multi-year trend analysis cost drivers scenario modeling and risk assessment

Frequency: Annual / As required

Acceptance Authority: Senior Leadership

Key Acceptance Criteria: Minimum 3-year analysis; scenario modeling included; executive summary provided

C1 Rolling Forecast Model: Maintained rolling forecast integrating actuals and updated assumptions

Frequency: Monthly

Acceptance Authority: Finance Authority

Key Acceptance Criteria: Variance thresholds applied; assumptions log maintained; audit traceable

C2 Monthly Variance Analysis Report: Structured financial variance report with root-cause analysis and corrective proposals

Frequency: Monthly (5 working days post month-end)

Acceptance Authority: Finance / Leadership

Key Acceptance Criteria: Variance categorization included; corrective actions documented

C3 Audit Documentation Repository: Central repository of methodologies assumptions change logs and business rules

Frequency: Continuous

Acceptance Authority: Audit / Compliance Authority

Key Acceptance Criteria: Full version control; complete traceability

D1 Requirements Documentation & Traceability Matrix: Documented workshop outputs and validated business requirements

Frequency: As required

Acceptance Authority: Business Owner

Key Acceptance Criteria: Stakeholder sign-off obtained; traceability maintained

D2 Data Governance Framework: Defined portfolio data ownership quality standards and validation controls

Frequency: Initial implementation ongoing oversight

Acceptance Authority: Portfolio Sponsor

Key Acceptance Criteria: 95% data quality compliance; documented governance model

6. KEY PERFORMANCE INDICATORS (KPIs)

Delivery & Timeliness

95% of deliverables submitted on or before deadline

Forecast reports issued within agreed reporting window (e.g. 5 working days post month-end)

Data Quality & Accuracy

Portfolio data completeness 98%

Forecast accuracy variance within 5% (or agreed tolerance)

Budget reconciliation discrepancies < 2%

Governance & Compliance

100% audit traceability of assumptions and changes

Data quality compliance 95%

No critical audit findings attributable to reporting gaps

Stakeholder Satisfaction

85% stakeholder satisfaction score (survey-based)

2 major escalations per reporting cycle

7. COORDINATION AND PAYMENT

The following deliverables are expected:

The Contractor shall provide a Delivered Completion Report at the conclusion of each deliverable. The report shall be submitted via email and must include a summary of activities performed during the deliverable.

Payment shall be made at the end of the month and each deliverable upon the successful completion and acceptance of the Deliverable Completion Report. The report shall be submitted within five (5) working days following the end of the deliverable.

The payment shall be dependent upon successful acceptance of the Deliverable Completion Report and the Delivery Acceptance Sheet (DAS) (Annex B).

Invoices shall be accompanied with a Delivery Acceptance Sheet (Annex A) signed by the Contractor and the NCIA POC.

8. SCHEDULE

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

The BASE period of performance shall commence as soon as possible but not later than 10 June 2026 and will end no later than 31 December 2026.

If the annual options are exercised the period of performance is within 01 January to 31 December of the relevant year.

Option 2027 Period of performance from 01 January 2027 until 31 December 2027.

Option 2028 Period of performance from 01 January 2028 until 31 December 2028.

PRACTICAL ARRANGEMENTS

Place of performance: The deliverables will be produced on site and presented at Purchasers premises in Mons SHAPE Belgium. The working environment is a typical office working environment.

TRAVEL:

Presence on SHAPE Mons Belgium

All travel costs associated with the delivery of the service should be included In the quoted price. No additional cost for travel (including accommodation Per diem travel expenses etc.) will be claimed separately. All travel Arrangements are the responsibility of the contractor.

REQUIREMENTS

Tools and Systems

The Business Analyst is expected to work with or within the following tools:

Project Portfolio Management (PPM) tools: e.g. ServiceNOW EBA

Financial Planning tools: e.g. Oracle SAP

Visualization tools: e.g. Power BI Tableau

Collaboration: e.g. Skype SharePoint Polycom

Data validation and tracking: Excel Smartsheet or internal systems

Specific Requirements

See Requirements

REQUIREMENTS

• A NATO SECRET security clearance is required.

Specific Requirements

To efficiently and effectively deliver the Service the Contractor personnel shall possess at a minimum qualifications and skills in the following areas:

• Language: Both oral and written communication in this job are conducted in English. The consultants shall be fluent in English corresponding to standard 3333 (listening speaking reading and writing).

General education

• A higher secondary education and completed higher vocational training leading to a formal or professional certification with a three-year function related experience OR a secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with five years of post-related experience.

Essential Skills:

• A recognized Project Management certification such as Prince2 or PMP.
• Strong written and verbal communication skills with the ability to document and communicate across the teams.
• Ability to work in a team and share knowledge.
• Ability to work effectively under pressure.
• Basic knowledge of Microsoft Office Suite and Project Management tools such as Microsoft Project or ServiceNow

Required Experience:

IC