RFQ 2025-0191 - Project Implementation services for the ITM Recovery project

Scope of work:

The ITM Recovery project is meant to replace the legacy Automated Information Systems (AIS) NS classification network with a modernized ITM Operational Network (ON) at NS across the NATO Command Structure (NCS). The project structure includes 14 Work Packages, organized in 4 pillar teams with about 30 people interacting daily with each other and externally too.

The objective in this SOW is the NCI Agency to receive specialized implementation support for all the activities of the aforementioned Work Packages, as defined in the following section.

ITM Recovery Increment 1 Project is looking for a consultant to provide implementation support services in the planning, execution, monitoring and control activities. Duties will specifically focus on Stakeholder Management, Information and Knowledge Management (e.g. documentation management, SharePoint portals management) including tracking, monitoring and reporting on project progress; drafting official communications including letters, progress reports and briefs; performing documentation management and drafting project management documents and other documentation and coordinating and scheduling of project meetings.

Duties:

• Tracking, monitoring and reporting on project progress for various stakeholder reporting
• Organizing, preparing, coordinating and managing the project implementation meetings
• Documenting the action items in implementation meetings and follows-up with the relevant members of the project team
• Lead the administrative coordination of physical meetings with stakeholders, preparing agendas, documentation folder, and the overall organization including social events organization
• Providing support in the execution of activities for and in monitoring the execution of project work plans and ensures that project activities are properly and realistically scheduled, monitored and reported.
• Supporting process of documentation archiving, supporting the documentation custodian for the project; assists in writing reports, official letters and other project related documentation.
• Reporting to project management team in intervals as requested,
• Creates, maintains and improves the project SharePoint libraries, internal and external portals, and project wiki pages;
• Maintains the documentation configuration baselines and logs; and supports the change management process for the documentation;
• Performs other related duties as required.
• The contractor will be part of a team and will provide services using an Agile and iterative approach during multiple sprints. Each sprint is planned for a duration of 1 month. The content and scope of each sprint will be agreed during the sprint-planning meeting in writing.

Requirements:

• Proficiency and proven experience in managing Microsoft SharePoint portals; in particular building pages, adding web apps, linking lists to MS DB and Excel, etc.
• Proficiency and proven experience in using JIRA, Agile, Kanban
• Thorough knowledge of the English language, both written and spoken, is essential; with ability to write concise texts / instructions for different audiences; the consultant shall be fluent in English corresponding to standard 3333 (listening, speaking, reading and writing).
• Proficiency and experience in organizing meetings, taking minutes and draft comprehensive summaries.
• Good Knowledge and experience in project management software (eg Microsoft Project, Service NOW);
• Proficiency in the use of Microsoft Office Suite. During interviews, question will be asked on pivot tables, MS DB relational tables, MS word styles, etc.
• At least five (5) years' experience in project management support.
• Good Knowledge of project management principles, practices and procedures.
• A recognized Project Management certification, such as Prince2 or PMP.
• Good knowledge of configuration management principles and processes
• Ability to establish and maintain effective working relationships with stakeholders with positive attitude