2653 Asset Management Process Design and Implementation

Jobinhalt

• BACKGROUND The NCIA has been established with a view to meeting the collective requirements of some or all NATO nations in the fields of capability delivery and service provision related to Consultation, Command & Control as well as Communications, Information and Cyber Defense functions, thereby also facilitating the integration of Intelligence, Surveillance, Reconnaissance, Target Acquisition functions and their associated information exchange.
• INTRODUCTION This is a position within the NATO Communications and Information Agency (NCIA), an organization of the North Atlantic Treaty Organization (NATO). Chief Service Operations (CSO) CSO is accountable for the day-to-day oversight of CIS services throughout the Area of Responsibility (AOR). We are responsible for CIS operational situational awareness to the GM and Chief of Staff (COS) and act as CIS operational coordination authority for day-to-day in-service support across the Agency’s portfolio. NCIA Asset Management Branch (AMB) Team The Asset Management Branch facilitates and accounts for all lifecycle aspects of the Asset Management and Logistics within the NCIA. It coordinates all asset management aspects with internal and external entities and provides a full in-depth view on all related data to enable command and control within NATO Organizations. The asset Management Branch supports NCI Agency’s ability to account accurately for all assets in operational requirements and financial statements, support services and operations.
• OBJECTIVES Support AMB in the execution of the migration and implementation plan and complete the data migration as designed by overarching outsourced Asset Management Process design project.
• SCOPE OF WORK
  
  

The Scope Of This Contract Includes The Verification And Implementation Of Selected Level 4 Asset Management Life Cycle Processes, Through Subject Matter. This Shall Comprise The Preparation Of Detailed Designs And The Implementation Of Selected Processes In Coordination With Other NCIA Entities

The selected Contractor’s personnel will be working under the guidance and as an integral part of the Purchaser’s team, within the scope of work this Contract. The work is executed in sprints, 4 sprints a year are planned, with every sprint requiring similar deliverables as described below. The content and scope of each sprint will be agreed with the project manager and technical staff during the sprint-planning meeting, in writing.

Each sprint (type 1) has a duration of 3 months.

Each sprint (type 2) has a duration of 1 Month

High Level Deliverables

• Verification and implementation of selected level 4 Asset Management Life Cycle Processes.
• Preparation of detailed designs and the implementation of selected processes in coordination with other NCIA entities.
• Align with NCIA staff on the coordination and steering of other overarching and related projects.
  
  

Detailed Sprint Deliverables

D.1 Project Guidance and Coordination

D.1.1 The Contractor shall produce detailed Asset Management Process Design Document, including:

• process maps,
• workflows,
• KPIs
  
  

linked to the contractors progress on the overarching outsourced process design project.

D.1.2 The Contractor shall produce a detailed design for the Enterprise SMC Access Management toolset. Coordinate the implementation of updated layer 4 processes into Asset Management System when provided by the contractor of the overarching outsourced process design project.

D.1.3 Execute the migration plan and completed data migration as designed by overarching outsourced process design project.

D.1.4 Review the user training materials and Admin training materials as provided by overarching outsourced process design project

D.1.5 The Contractor shall produce a detailed design for the Change Management toolset.

D.1.6 The Contractor shall provide Post-implementation Support.

D.1.7 The Contractor shall coordinate the process change management

D.2 Implementation

D.2.1 The Contractor shall clarify, document, review, prioritise and coordinate the Asset Management Improvements/Issues List.

D.2.2 The Contractor shall plan, drive and lead/support multiple Process improvement work streams and activities within the Asset Management branch and proactively monitor progress, resolve roadblocks and initiate appropriate corrective action.

D.2.3 The Contractor shall plan, organise and (co-)facilitate workshops with key stakeholders across the Agency to establish detailed process understanding and requirements for improvement

D.2.4 The Contractor shall organise and lead the necessary business scoping and design activities to arrive at pragmatic solutions that enable the implemented successfully in the Agency’s ERP context

D.2.5 The Contractor shall ensure business and other Agency stakeholders are aware of the implications of planned changes, and that they are sufficiently well informed to prepare their business areas, revising procedures and staff guidelines as necessary.

D.2.6 The Contractor shall initiate extra activities and other management interventions wherever gaps in the processes are identified or issues arise

D.2.7 The Contractor shall monitor the issues / improvements and reporting on the progress of the different work streams at regular intervals to the branch/project.

D.2.8 The Contractor shall assign tasks to team members to ensure work stream objectives are completed.

D.2.9 The Contractor shall be able to cover the above in the domain of the list of areas / improvements to be coordinated, prioritized and tackled at the level 4.

• Local Stock management
• Asset Write-off / Disposal process
• Procure-to-Pay Process
• Spare Parts / Consumables / Urgent Needs
• Asset Management Principles
• Roles & Responsibilities
• Communication & Alignment
• COORDINATION AND REPORTING The Contractor shall deliver services 100% on site at NCI Agency HQ, Mons, Belgium. The contractor shall report to the CSO Head Asset Management. The contractor shall participate in weekly status update meetings, activity planning and other meetings as instructed, physically in the office, or in person via electronic means using Conference Call capabilities, according to the Team Leaders instructions.
• SCHEDULE It is expected the service starts as soon as possible but no later than 1st May 2025 and ending no later than 31st December 2025. If the 2026 option is exercised, the period of performance is 01st January 2026 to 31st December 2026 If the 2027 option is exercised, the period of performance is 01st January 2027 to 31st December 2027 The work will be conducted during normal office hours following the NCIA Mons calendar, as well as outside office hours and on weekends, if necessary.
• SECURITY The performance of these services require a valid NATO SECRET security clearance. The expected classification level of the deliverables is NATO SECRET. The execution of the services may require the consultants to access information, as well as CIS systems, classified up to NATO SECRET
• PRACTICAL ARRANGEMENTS The contractor will be required to provide the service 100% on site at NCI Agency HQ, Mons, Belgium. Exceptional teleworking form location country activities to support service delivery can also be arranged with the line manager’s coordination and approval. NCIA will provide access to relevant networks and resources as required by the project. Contractor will be part of the NCIA CSO Asset Management Branch team.
• QUALIFICATIONS
  
  

Essential Qualifications

The consultancy support for this service requires following qualifications:

• A university degree in computer science or a related scientific or engineering discipline. The lack of a university degree may be compensated by the demonstration of particular abilities or experience of interest to the Agency;
• Extensive relevant and recent experience (at least 10 years) all;
• IT Service Management experience in a military service provider environment;
• Knowledge of applying ITIL or corresponding service management industry framework;
• Prior experience of working in an international environment comprising both military and civilian elements;
• Experience working within process/system transformation initiatives in the areas of (IT) Asset Management, Finance and Procurement;
• Experience in delivering and driving transversal change programs finance, procurement or Asset Management world, coordinating and prioritizing issues / improvements, driving complex changes throughout the full Asset lifecycle using a pragmatic/agile approach;
• Experience with setting up projects and work streams, documenting and analysing issues, preparing cross functional workshops,… following through execution of those projects and work streams with a history of achieving results;
• Experience with design and implementation of new or improved processes, procedures or organizations using a pragmatic approach while securing buy-in and support from key stakeholders;
• Prior experience working at NATO Communication and Information Agency. Prior experience of working in an international environment comprising both military and civilian elements; Knowledge of asset management lifecycle processes and best practices;
• Knowledge in the area of stock management, procure-to-pay process, obsolescence management, asset disposal, asset impairment, barcode scanning solutions, software assets, cryptographic assets, and assets under constructions;
• Prior experience with Oracle ERP (EBS) and Business Intelligence;
  
  

Desirable qualifications

• Project Management, Prince 2;
• Experience in defining and maintaining Enterprise Architectures;
• ITIL Process development;
• Microsoft SharePoint;
• Prior experience working with external contractors for delivery of services and following budget execution;
• Prior experience with Atlassian Jira;
• Proven experience in customer focused roles and customers relationship management;
• Able to operate autonomously under time pressure, and able to multitask continuously;
• Ability to independently produce project documentation in English, including comprehensive Price Proposals and Statements of Work, Memoranda of Decision, etc;
• Ability to interact and coordinate with internal and external stakeholders (including customers) as per the principles and best practices for stakeholder management;
• Knowledge of NATO responsibilities and organization, including ACO, ACT;
• Technical management and leadership experience;
• Knowledge of NATO’s secondary language (French);
  
  

10. LANGUAGE OF PERFORMANCE

• All work under this contract, both oral and written, is conducted in English. Proficiency in the English language (listening, speaking, reading and writing) is required.
• Knowledge of the second NATO language (French) appreciated.