2024-0271 Complementary Learning Opportunities (NS) - WED 6 Nov Requirement: Complementary Learning Opportunities
Location: Oeiras, PT
Full Time On-Site: Yes
Time On-Site: 100%
Period of Performance: 2025 BASE: As soon as possible not later than 2nd January – 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
Required Security Clearance: NATO SECRET
1. INTRODUCTION
The NATO Communications and Information Academy (NCI Academy) located in Portugal, Belgium and The Netherlands reinforces NATO's technological edge through excellence in Cyberspace learning.
The NCI Academy has the Academy Learning Environment, which is the toolset associated with all back-end learning and development activities, the transfer of knowledge from trainers to students and the support of the student learning process. To secure the Academy Learning Environment, there is a team responsible for all activities related to the operation and maintenance of this infrastructure.
The NCI Academy is looking to outsource the Complementary Learning Opportunities Coordinator function.
2. OBJECTIVES
The Contractor agrees to assist with the planning, process mapping, and execution of CLOs (Complementary Learning Opportunities) at the NCI Academy, Oeiras, Portugal. The Contractor will be responsible for the following services, provided in response to an unspecified number of events. The contractor will be required to be physically present in the office for a minimum of 48 sprints per year.
3. SCOPE OF WORK
The Contractor will report to the Training and Events Coordination Section Head and will perform the following duties:
Creation of CLO Processes: Develop and map processes for the creation and execution of CLO forms for all types of customers.
Promotional Materials Management: Assist in the creation, management, and requesting of promotional materials for CLOs.
CLO Logistics Coordination: Coordinate or assist in organizing logistics for CLOs.
Execution of Communication Plan: Execute the communication plan, ensuring regular communication with CLO Points of Contact.
Sponsorship Package Creation: Create sponsorship packages for each CLO as needed.
Timeline and Schedule Management: Establish timelines and schedules for each CLO.
Venue Setup and Breakdown: Support the setup and breakdown of CLO venues.
Budget and Expense Management: Assist in managing CLO budgets and track expenses.
On-site Support for CLOs: Provide on-site support during each CLO event.
Post-CLO Evaluation: Conduct post-event evaluations to collect feedback.
Record Management: Maintain accurate and up-to-date records for each CLO.
Additional Tasks: Undertake any additional tasks as directed by the CLO Coordinator or Supervisor.
The contractor will be part of a team and will provide the service using an Agile and iterative approach during multiple sprints.
4. DELIVERABLES AND PAYMENT MILESTONES
The NCI Academy team reserves the possibility to exercise the described options, depending on the project priorities and requirements.
Payment shall be dependent upon successful acceptance of the Delivery Acceptance Sheet.
5. COORDINATION AND REPORTING
The contractor shall participate in status update meetings and other meetings, physically in the office, or in person via electronic means.
6. SCHEDULE
This task order will be active immediately after signing of the contract by both parties.
7. CONSTRAINTS
All the deliverables provided under this statement of work will be based on NCI Agency templates or agreed with the line manager.
8. SECURITY
The security classification of the service will be up to NATO SECRET.
9. PRACTICAL ARRANGEMENTS
The contractor will be required to provide the service on-site in NCI Academy Oeiras (PRT).
10. QUALIFICATIONS
This work requires a project manager with the following qualifications and experience:
The candidate has a NATO SECRET security clearance.
Strong written and verbal English communication, organizational and interpersonal skills.
Bachelor's degree in Event Planning, Hospitality, or a related field with 2+ years of experience OR 6+ years of relevant experience without a degree.
Familiarity with event planning software and technology.
Capable of multitasking and prioritizing in a dynamic environment.
Desirable qualifications and experience
Creative thinker with innovative solutions to challenges.
Keen attention to detail and strong problem-solving capabilities.
Willingness to work flexible hours and travel as needed.
Proven customer service and client relationship skills.
Level 3 English language skills according to NATO STANAG 6001.
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