[6261] Senior Learning Coordinator

Start date: Negotiable
Location: Mons, BE
Clearance: NATO Secret

Duties & Role:

In support of the NCI Academy's commercial training portfolio for external customers, the Senior Learning Coordinator, shall perform the following activities:
Course Coordination and Delivery Support
• Act as the primary point of contact between external customers and internal stakeholders, including Branches, instructors, and Academy management, to ensure the smooth coordination and delivery of commercial training activities.
• Develop and maintain delivery plans for commercial training iterations based on customer requirements and NCI Academy delivery policies.
• Initiate and follow up on Purchase Requisitions (PRs) and related financial documentation (receipts, work confirmations, price calculations) to support course iterations, public events, and Mobile Training Team (MTT) deliveries.
• Manage logistical aspects of training, including room bookings, facility access (SHAPE / The Hague), and coordination of supplier-provided services.
• Address and resolve operational or technical issues that arise before or during training delivery, ensuring minimal disruption to learning activities.
• Consolidate or merge course iterations when enrolment falls below the minimum threshold, ensuring efficient resource utilization and adherence to Academy standards.

Administrative and Financial Coordination
• Operate within the EBA and Training Management System (TMS) environments to manage administrative, financial, and scheduling data for commercial training.
• Maintain accurate and up-to-date TMS information, including pricing, PR and receipt references, seat allocations, and iteration details.
• Process and modify financial transactions in EBA (Purchase Requests, Receipts, Work Confirmations) in coordination with relevant financial and procurement focal points.
• Request and process supplier quotations and attendance reports to support planning, monitoring, and reporting of commercial training activities.
• Provide estimated fund requirements and ensure cost transparency for planned training activities.
• Support the delivery of public training events, ensuring compliance with procurement, financial, and communication procedures.

Customer and Stakeholder Engagement
• Respond promptly and professionally to customer and student queries via the Delivery common mailbox and other communication channels.
• Facilitate flexible responses to customer change requests, adjusting course iterations or logistics as required while ensuring compliance with Academy policies.
• Build and maintain a network of Points of Contact (POCs) internally and externally to enhance coordination and responsiveness.
• Keep the Catalogue Manager informed of all relevant updates to commercial training offerings, pricing, and iteration changes.
• Support onboarding and tailoring of new commercial training offerings based on customer requirements and market demand.
• Communicate constructively with suppliers to ensure high-quality service delivery and timely resolution of operational issues.

In support of NATO Education and Training governance and certification processes, the Senior Learning Coordinator shall perform the following activities related to E-ITEP course management and certification:
Course Data Management and Scheduling
• Upload and maintain the annual course schedule in the E-ITEP platform, based on structured data downloads from the Training Management System (TMS) and subsequent data validation and manipulation.
• Ensure consistency and accuracy of course information across systems in accordance with established data standards and reporting requirements.

Requirements
Skills, Knowledge & Experience:
• The candidate has a NATO SECRET security clearance, provided by the national security organization valid at the time of submission of the bid and covering the period of the contract
• Fluent in English and must be able to read and write technical and user documentation.
• A minimum of 3 years of progressively responsible experience in an Education or Training facility or in the training department of a NATO command or international organization
• Experience managing complex scheduling and allocation of resources, preferably in an academic or training setting or similar environment
• Experience and proficiency with enterprise systems (e.g., TMS, EBA, ERP/financial tools), including data entry, record management, and basic financial processing)
• Proven customer service experience communicating with customers, internal staff, external entities and stakeholders.
• Proven ability to manage multiple and competing demands and a rapidly changing environment.
• Strong administrative and organizational skills, with proven experience managing logistics, scheduling, and high-volume operational tasks
• Familiarity with E-ITEP or comparable Learning Management Systems (LMS), including the ability to manage, upload, and maintain course and schedule data.
• Knowledge of Course Control Documents (CCDs) or equivalent course descriptions, lesson plans, and instructional documentation used in structured training environments.
• Awareness of the NATO Bi-SC Directive 075 as the overarching framework governing NATO Education, Training, and Exercise (E&T&E) activities, or the ability to rapidly acquire such knowledge.
• Solid reporting and data management skills, including the ability to prepare reports on course iterations and course plans, and to perform data downloads and bulk uploads in E-ITEP and training management systems