Obsolescence Management Support

Duties

• Obsolescence Management Process Framework, which includes: inventory of all obsolescence-related processes, workflows, ownership, and associated systems; Gap Analysis of the obsolescence-related processes, workflows, ownership, and associated systems to identify inconsistencies or inefficiencies; Recommendation and action-oriented proposals to streamline the processes and workflows.
• In the course of the delivery of the above service the Contractor should engage with the relevant stakeholders in structures elicitation sessions, including workshops and one-on-one interviews, with several Purchaser-designated Points of Contact (PoCs) to validate existing documentation and extract implicit operational knowledge essential for the process inventory.
• The obtained information and knowledge should be structured in formal document with registers or logs, including roles and responsibilities, decision-making process, risks, pain points, and workarounds.
• The Contractor shall develop a structured framework that defines how service, system, and component dependencies are identified, assessed, and documented, accompanied by practical case studies demonstrating how dependencies influence obsolescence risk.
• The Contractor shall assess regularly the impact of the developed Dependences Mapping Framework, and shall provide updated Dependency and Impact Maps which have to contain: Updated system; Updated relationship; Optimization actions.
• The Contractor based on the gap analysis, shall identify and prioritize missing processes.
• The Contractor shall develop the model(s) of the top priority processes in BPMN (Business Process Model and Notation) format compliant with the Agency Process Framework (AProF).
• The Contractor shall standardize processes across systems and stakeholders through formal documentation and namely by developing SOPs and/or Process Guidance Documents (PGDs).
• The Contractor shall develop SOPs which cover the 3 most impactful proposal and processes from deliverable 3.1.
• The Contractor shall develop: A structured and consolidated Risk Log, which integrates financial, operational, and technical risk assessments.
• The Contractor shall develop: A refined Risk Management Methodology.
• The Contractor shall develop: Updated Obsolescence Risk Alerts Package, which contains: report on obsolescence performance, early-warning intelligence, and action-oriented mitigation proposals.
• Develop and maintain secure, scalable data pipelines and repositories to consolidate CIS inventories, lifecycle data, vendor EOL/EOS information, and supply chain indicators → Defines the data backbone of the framework.
• Integrate data from NCIA systems, logistics platforms, asset databases, and OEM sources → Enables centralized obsolescence monitoring within the framework.
• Ensure compliance with NATO security policies (INFOSEC, CIS Security Accreditation, C-M (2002)49) → Ensures framework is security-compliant.
• Maintain data governance, lineage, and auditability → Supports governance layer of the framework.
• Map system, software, and platform dependencies in line with NAF → Core deliverable contribution.
• Build analytical models and dashboards to identify high-risk components and forecast trends → Supports modelling of decision-support processes.
• Develop data flows and pipeline logic → Forms the basis of process models (data ingestion → analysis → action).
• Support development of methodologies aligned with LCM and NCIA practices → Translates into formal process models.
• Support development of obsolescence management methodologies and SOPs → Direct contribution.
• Ensure compliance with NATO policies → Embeds security procedures into SOPs.
• Consolidate data across inventories, lifecycle, and supply chain indicators → Enables risk aggregation.
• Advise on technical and financial aspects of obsolescence → Supports risk evaluation and prioritization.
• Support mitigation planning with stakeholders → Feeds risk treatment strategies.
• A monthly coordination meeting shall be held between the NCI NIMSC-EMO Head and the Contractor to review priorities, timelines and acceptance criteria.
• The Contractor shall use a shared dashboard or tool to track the status of all deliverables and any issues.
• No later than five (5) working days following the end of each calendar month, the Contractor shall submit a Monthly Service Performance Report containing, at a minimum: Executive summary of activities performed during the reporting period; Progress status against each deliverable and associated milestones; Status of workshops, interviews, and stakeholder engagement activities; Summary of completed, ongoing, and planned tasks; KPI performance results in accordance with Section 11; Identified risks, issues, dependencies, and mitigation actions; Status of action items and decisions; Updates to registers, logs, dependency maps, SOPs, or risk-management artefacts developed during the reporting period; Planned activities for the following reporting period; Deviations from agreed timelines, together with justification and recovery actions.
• The Contractor shall provide ad hoc reports, analysis, dashboards, process updates, dependency mappings, risk assessments, or management briefings upon request by the Purchaser within timelines agreed between the Parties.
• The Contractor shall promptly notify the Purchaser of any identified risks, blockers, delays, data inconsistencies, dependency conflicts, security concerns, or operational issues.
• The contractor must travel to NATO sites once a month to one of the NIMSC-EMO locations in Wesel in Germany, Grazzanise in Italy, Brunssum in Netherlands, Bydgoszcz in Poland, related with the deliveries within SOW.

Requirement

• MSc degree in particularly in Data Engineering, Systems Engineering, Cybersecurity, or Defence Technology.
• Or BSs degree in Data Engineering, Computer Science, Information Systems, Systems Engineering, or a related technical field.
• Or exceptionally, the lack of a university degree may be compensated by the demonstration of a candidate's particular abilities or experience that is/are of interest to NCI Agency, that is, at least 6 years' extensive and progressive expertise in duties related to the function of the post.
• ITIL Foundation certification of completions or certificate (highly valued within NCIA service management frameworks).
• Certificate of completion or certificate in ServiceNow Administrator.
• Certificate of completion or certificate in Functional principals of Oracle ERP-EBS and SaaS(SCM).
• Certificate of completion or certificate on PowerBI Course.
• 7 years of experience in data engineering, data architecture, or lifecycle data management.
• Minimum 2-year experience working in NATO, NCIA, defence, military, or multinational secure CIS environments.
• At least 2-year experience using data orchestration tool, such as KNIME or equivalent.
• At least 2-year experience in advanced data visualization such as POWER BI DESKTOP or equivalent.
• At least 2-year experience using data architecture: SQL.
• At least 2-year experience using ServiceNow and Enterprise Business Applications (EBA).
• Demonstrated ability to work under strict cybersecurity, accreditation, and information assurance constraints.
• Experience with obsolescence related datasets (EOL/EOS, vendor roadmaps, supply chain risk indicators).
• Familiarity with CIS architectures, configuration management, and interoperability standards.
• Strong proficiency in: SQL, Python, and distributed data processing frameworks (e.g., Spark, Kafka).
• Strong proficiency in: ETL/ELT development, data modelling, metadata management, and data quality frameworks.
• Strong proficiency in: Integrating data from CMDBs, logistics systems, ERP platforms, and OEM lifecycle sources.
• Performance of the services requires a valid NATO SECRET Personal Security Clearance.
• Fluent in Business English.
• Ability to translate complex lifecycle and configuration data into actionable obsolescence insights for senior stakeholders.
• Excellent communication skills and comfort working in a multinational, multi stakeholder environment.
• Proactive, structured, and detail-oriented approach to managing complex data ecosystems supporting mission critical CIS.