Deadline Date:
3 March, 2025
Requirement Title: Project Implementation Manager/Services
Location:
Norfolk, Virginia, United States
Full time on-site:
Yes
Not to Exceed:
117,450 EUR
Required Start Date: 7 April 2025
Required Security Clearance:
NATO Secret
Purpose:
The purpose of this Statement of Work (SoW) is to describe the Project Implementation services required by the Purchaser.
The NATO Communications and Information Agency (NCIA, further referred to as “Purchaser”) is seeking a qualified Service provider to provide efficient and effective project implementation services (further referred to as the “Service”).
Background:
NATO Digital Workplace Centre (NDW Centre), part of NCIA, provides simple yet innovative solutions that underpin the Digital Transformation of NATO by providing feature-rich Digital Workplace, which enable NATO staff members to connect, communicate, and collaborate.
Personal Project Management service area deliver the support, design, implementation and technical integrity of all NDWC services, and not only, under projects implementation.
NDW Centre and Project Management are contributing to several major projects that are enhancing the NCIA services and leading the user transition of the end users to the new enhanced services at multiple NATO locations. The projects work is organized based on PRINCE2 principles.
Objectives:
With this SoW, the Purchaser aims to achieve the following objectives:
- Support the planning, execution, monitoring and control activities for the assigned projects and work packages in the projects.
- Lead and contribute to Stakeholder Management, Information and Knowledge Management (e.g. documentation management) in the area of responsibility.
- Lead and coordinate implementations as per project schedule.
- Coordinate and receive guidance from NDW Centre on topics related to the projects/work packages in area of responsibility.
- To achieve these objectives, the Purchaser is looking for 1 (one) qualified Project Implementation Manager.
- During performance of the contract, the Contractor personnel will act as part of the Purchaser’s project structure(s).
Considering the extended period of execution and the evolution of the project schedules, the execution of the work in this SoW is measured in sprints, where each sprint is defined as deliverables produced by one contractor planned for a duration of one calendar month . The detailed tasks in each sprint will be determined at the start of each sprint during a spring-planning meeting by the Purchaser’s authorized point of contact following the Scope of Work defined herein and project milestones and schedule, and documented in writing.
The SoW covers the following service tasks:
- Liaise with Stakeholders on the planning of the refreshment activities (main one-by-one replacement of HW assets) as required.
- Coordinate distribution of HW assets in conjunction with NATO CIS Support Sustainment Centre (CSSC) and local HQs.
- Create and maintain a master installation and HW distribution plan.
- Prioritize and balance refreshment based on local HQs end-user and CSUs availability and availability of HW assets as batches of HQ equipment are received at CSSC during the procurement process that will be running in parallel.
Assist the Change Coordinator during the Approved Service Interruption process. • Reporting
Produce a Progress Review Report (PRR) on a periodical basis, normally once per week and ad hoc as required by Project Manager or on own initiative, on the overall progress of the implementation and, in particular, of the following points:
- Date of checkpoint;
- Period covered;
- Follow-ups from previous reports;
- Activities during the period;
- Products completed during the period;
- Work planned for the next period;
- Products to be completed during the next period;
- Status of the documentation;
- Identified risks (issue and risk logs), impacts, and management plan; and Lessons Learned.
- Organise and participate in a Progress Review Meeting (PRM) scheduled and chaired by the Project Manager every month at NCI Agency, Norfolk, Virginia (USA). The normal PRM agenda proposed by the Contractor to the Purchaser for approval shall include:
- The Implementation Manager's presentation of the Progress Review Report;
- Review of the implementation risks and outstanding issues;
- Review of actions;
- Schedule Review.
- Prepare and maintain of shipment and installation plans.
- Prepare of installation and acceptance reports.
- Collect and organize of project related material (e.g. Material Data Sheets (MDS), Certificates Of Conformance, Tempest Certificates, signed installation and acceptance reports, etc) , including the updating lists of users and assets.
- Prepare of ordinary (PRR) and ad-hoc reports related to the assigned activities.
- Act as the Document Controller to guarantee the completeness (i.e. checking that every document has been produced), quality (i.e. checking formatting and compliance with templates) and archival (i.e. checking that every document has been archived in the right place) of the documents produced by in relation with this refreshment activity. Maintenance of the existing documentations and adjustments, during the whole life cycle of the product.
- Organize and attend different meetings with the internal staff and the Customers and End users as required, as instructed by the Project Manager and on own initiative.
- Assist the Project Manager to prepare presentations and or reporting materia
General Requirements:
- The Contractor’s personnel shall be knowledgeable and experienced in the nature of the tasks and activities of the Service.
- The Contractor’s personnel shall possess valid Personal Security Clearances for the duration of the Contract performance.
- The Contractor’s personnel shall be courteous and professional in dealing with NATO and Purchaser’s staff.
- The Contractor’s personnel shall have sufficient knowledge in English language to allow smooth verbal and written communication.
- The Contractor’s shall strive to lower the rotation of personnel and maintain the same staff working under this SoW.
- The Contractor shall seek Purchaser’s approval prior to appointing new personnel to work under this Statement of Work.
- The Contractor shall handle the Purchaser’s furnished equipment (PFE) with due care. 9.1.8 The Contractor shall operate the equipment following the manufacturer’s requirements. 9.1.9 The Contractor shall bring immediately to the attention of the Purchaser Point of Contact any issues preventing the execution of the work.
- The Contractor’s personnel will report to and receive guidance from Purchaser Point of Contact on-site and respective project manager/project executive.
- The Contractor’s personnel shall follow local site procedures to obtain physical unescorted access to the assigned work position and logical access to the networks in scope. 9.1.12 The Contractor’s personnel shall liaise with other Purchasers’ teams as necessary.
- All the deliverables provided under this statement of work will be based on Purchaser templates or agreed with the Purchaser’s Point of contact.
- All materials, documentation, etc. will be stored under configuration management and/or in the provided Purchaser tools and systems.
To efficiently and effectively deliver the Service, the Contractor personnel shall possess at a minimum qualifications and skills in the following areas:
Language:
- Both oral and written communication in this job are conducted in English. The consultants shall be fluent in English corresponding to standard 3333 (listening, speaking, reading and writing). General education
- A higher secondary education and completed higher vocational training leading to a formal or professional certification with a three-year function related experience OR a secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with five years of post-related experience.
- A recognized Project Management certification, such as Prince2 or PMP. • Strong written and verbal communication skills with the ability to document and communicate across the teams.
- Ability to work in a team and share knowledge.
- Ability to work effectively under pressure.
- Basic knowledge of Microsoft Office Suite and Project Management tools such as Microsoft Project or ServiceNow