[5133] Project Support services - ITM Recovery Project

Start date: July 2025
Clearance: NATO Secret
Location: Braine L'Alleud, Belgium
Sprint Duration: 1 month
No. Sprints: 6
Payment Milestone: Upon completion of each sprint acceptance

Possibility to exercise the following options:
2026 Option: 1st January until 31st December 2026
2027 Option: 1st January until 31st December 2027
2028 Option: 1st January until 31st December 2028

Skills
• 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 managing Microsoft SharePoint portals; in particular building pages, adding web apps, linking lists to MS DB and Excel, etc.
• 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

Objectives
The objective in this SOW is the NCI Agency to receive specialized support as defined below:
• Organize and maintain project activities tracking in JIRA
• Support internal and external meetings, including tracking actions
• Manage SharePoint libraries, documentation, internal and external portals

Scope of work:
ITM Recovery Increment 1 Project is looking for a consultant to provide support services in the activities of the Project Office (PO). Duties will mainly focus on agile support (JIRA) and typical Project Office activities, like dashboards, progress reports, meeting minutes, stakeholder management and secondarily on Information and Knowledge Management (e.g. SharePoint, portals). Under the direction / guidance of the Project Office Manager (POM) or delegated staff, the contractor will provide services in the following areas:

Project Office:
• Help organize and maintain the project activities tracking in JIRA.
• Lead the administrative coordination of physical meetings with stakeholders, preparing agendas, documentation folders, and the overall organization including in rare case social events organization.
• Support internal project meetings for the project Pillars
• Documenting the action items in meetings and follows-up with the relevant members of the project team

IKM:
• Manage SharePoint libraries, internal and external portals, and wiki pages;
• Support the documentation custodian; maintain documentation configuration baselines and logs; maintain and implements the documentation change management process; support documentation templates for reports, official letters and other project documentation, including contractual artefacts
• Manages permission levels for project team members to project portals, support to SharePoint (SP) utilization.
• Enter/update data in SharePoint, JIRA, ServiceNow.
• Manage stakeholder (lists, privileges, communication)

Reporting:
• Tracking, monitoring and reporting on project progress for various stakeholder reporting.
• Construct and maintain data structures for reporting using Microsoft applications (mainly Excel, PowerBI)
• Assist the PO in tracking and forecasting costs
• Reporting to project management team in intervals as requested.
• Performs other PO related duties as required.