2025 - 0325 Business Execution Services (NS) - MON 27 Oct

Business Execution Services

The purpose of this Statement of Work (SoW) is to describe the Business Execution Services required by the Purchaser.

The NATO Communications and Information Agency (further referred to as "Purchaser") is seeking a qualified Service provider to provide efficient and effective Business Execution Services (further referred to as the Service).

NATO Digital Workplace Centre (NDW Centre), part of NCIA, provides simple yet innovative solutions that underpin the Digital Transformation of NATO by providing feature-rich Digital Workplace, which enable NATO staff members to connect, communicate, and collaborate.

Personal Workspace and Shared Workspace service areas deliver user-facing services to NATO Commands, NATO Force structure and Nations in all 32 Allied Nations, underpinned by a number of industry service providers.

With this SoW, the Purchaser aims to achieve the following objectives:

• Improve the processing of business execution tasks (ordering, invoicing, payment follow-up) for projects and services;
• Develop and maintain reporting on business execution (such as planned vs. actuals);
• Contribute to Stakeholder Management, Information and Knowledge Management (e.g. documentation management, SharePoint portals management) in the area of responsibility.
• Liaise with suppliers, finance and acquisition professionals with regards to ordering goods and services, handling related receipts and invoices.

To achieve these objectives, the Purchaser is looking for one resource with Business Execution qualifications and experience.

The SoW covers the following activities and tasks:

• Plan and submit purchase requisitions in the Purchaser's IT system;
• Follow-up with suppliers and acquisition professionals that a purchase order is issued;
• Keep track and report on PO, project and service level the budget execution (planned vs. actuals);
• Documenting the action items in meetings and follows-up with the relevant team;
• Creates, maintains and improves the internal SharePoint libraries, internal and external portals, and wiki pages;
• Manages the permission levels for the project team members to access to the project portals, and provision of support to the project team members in utilization the SharePoint (SP) portal;
• Performs other related duties as required.

The deliverables shall be produced within the sprint as requested and be of satisfactory quality to avoid re-work, ensure the achievement of the objectives stated herein and sprint-specific tasks.

The deliverables will be produced on-site at Purchaser's premises in Braine L'Alleud, Belgium and Brussels, Belgium (as of 2027).

The working environment is a typical office working environment designated as Class II or Class I security area.

The Contractor is expected to follow the Purchaser's working hours—Monday to Thursday from 08h30 until 17h30 and Friday from 08h30 until 15h30 and observe Purchaser's official holidays.

The Contractor shall follow Purchases policies, procedures and take due care of the Purchaser furnished equipment.

Depending on Purchaser's priorities, travel may be required to both NATO and non-NATO nations.

The Contractor shall manage and be responsible for all Contractor personnel.

The Contractor's personnel shall be knowledgeable and experienced in the nature of the tasks and activities of the Service.

The Contractor's personnel shall possess valid Personal Security Clearances for the duration of the Contract performance.

The Contractor's personnel shall be courteous and professional in dealing with NATO and Purchaser's staff.

The Contractor's personnel shall have sufficient knowledge in English language to allow smooth verbal and written communication.

The Contractor shall seek Purchaser's approval prior to appointing new personnel to work under this Statement of Work.

The Contractor shall handle the Purchaser's furnished equipment (PFE) with due care.

The Contractor shall operate the equipment following the manufacturer's requirements.

The Contractor shall bring immediately to the attention of the Purchaser Point of Contact any issues preventing the execution of the work.

The Contractor's personnel will report to and receive guidance from Purchaser Point of Contact on-site and respective project manager/project executive.

The Contractor's personnel shall follow local site procedures to obtain physical unescorted access to the assigned work position and logical access to the networks in scope.

The Contractor's personnel shall liaise with other Purchasers' teams as necessary.