NATOIS-0013 Travel Assistance Consultant (NS) - MON 3 Jun RELAUNCH

NOTE: NATO has answered a clarification request related to the original launch of RFQ NATOIS-0013.

• The question is: The SOW states “The work location is the NCIA premises in The Hague, Netherlands. There is flexibility for working from home (must be in Netherlands) when it is needed.” – Is it possible to enquire how often onsite the contractor needs to be?

• The answer is: The person would need to come on site a few days to onboard, then the consultant could work 100% remotely.

Deadline Date: Monday 3 June 2024

Requirement Title: Travel Assistance Consultant

Location: NATO HQ Brussels, Belgium

Full time on-site: On-Site, may telework

Total Scope of the request (hours): 5 days a week/ 800 hours for 2024

Required Start Date: As soon as possible but not later than 22 December 2024

End Contract Date: 30 November 2024 (with possibility to extend it)

Required Security Clearance: NATO Secret

Note: When issuing the candidate's profile, the candidate must already be in possession of a valid NATO Secret Security Clearance. This will remain valid for the entire period during which the indicated personnel perform the services under the contract

Note: For all Level-of-Effort and Completion-Type requests processed outside of the IWC Value Stream, and for which the contractor will not be reimbursed directly by NCIA for travel expenses, additional travel funding shall be allocated on a Not-to-exceed basis when the yearly Option is exercised.

Objectives:

The Travel Assistant contributes to fulfilling the mission of the Delivery Section by performing activities such as, but not limited to, the following:

Scope of Work:

• Communicating with the SMEs and Partner participants (or the event POCs) to collect the necessary information (i.e. passport copies, flight preferences etc.) for making the reservations;
• Coordination of the flight and the hotel reservations with NATO Travel Agency in accordance with the NATO Financial Regulations;
• Sharing the final itineraries with the travelers, event POCs, relevant institutions, respective programme/country officer and the assistant;
• Coordination of the local ground transportation requirements with the host nation/institution;
• Liaising directly with the military institutions and relevant country/programme officers to determine the requirements for the upcoming events;
• Calculating the perdiem and other travel expense reimbursements for SMEs and the Partner participants;

Reporting:

• Periodic status reports (weekly)

Deliverables:

• Timely and effective performance of administrative support to Delivery Section

Deadlines:

• Short term assignment, no milestones defined

Teleworking

• Teleworking is an agreement between individual staff and supervisor, and is possible when the nature of the work, security classification level of the information and the supporting communication and information systems enable work to be done at a distance from the normal workplace.
• It is up to the respective manager to make that assessment and to ensure that the necessary staff are present at HQ to carry out work that needs to be done at HQ and on the classified systems.
• Teleworking outside the duty country will only be granted in exceptional circumstances.

Requirements

• NATO Secret security clearance
• Have at least 4 years' experience of administrative or organisational and programme management work;
• Have a good general education at least to higher secondary level;
• Possess experience in organising events, conferences or programme administration;
• Be able to communicate clearly and logically;
• Demonstrate knowledge of, and experience in financial administration.
• Demonstrate flexibility and strong drive for teamwork and diversity;
• Possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; III (“Intermediate”) in the other.
• High level of organisational, coordination and communication skills.
• Have strong computer skills or knowledge of standard information technology systems and software (spread sheets, databases), including the use of Microsoft Office;
• Be willing to work outside of normal working hours, when requested.