2025-0164 Administrative Support Specialist Services (NS) ITALY - 29 May

Deadline Date: Thursday 29 May 2025

Requirement: Provision of Administrative Support Specialist Services

Location: Lughezzano, Italy

Time On- Site: 100%

Not to Exceed: 2025 Base Period: 49,050 EUR, 2026 Option, 2027 Option and 2028 Option

Period of Performance: 2025 Base: 02 July 2025

Required Security Clearance: NATO SECRET

Project Specifics:
Background:



• The NCI Agency 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 Defence functions, thereby also facilitating the integration of Intelligence, Surveillance, Reconnaissance, Target Acquisition functions and their associated information exchange.


• The NATO Communications and Information Agency (NCI Agency) is dedicated to acquiring, deploying, and defending communication systems for NATO’ s political decision-makers and Commands. It operates on the frontlines against cyber-attacks, collaborating closely with governments and industry to prevent future debilitating attacks. The NCI Agency plays a crucial role in maintaining NATO’ s technological edge and ensuring the collective defence and crisis management capabilities of the Alliance. In pursuit of our mission, we require specialized advisory services to enhance our interim workforce capacity.

Introduction:
NIMSC SATCOM Business Unit provides NATO and its Partners with scalable, protected, secure, reliable, and integrated SATCOM Services with focus on NATO Operations, Crisis Response, Missions, Exercises and Business Continuity. NIMSC SATCOM has Life- Cycle responsibility for SATCOM Capabilities and Services. NIMSC SATCOM offers Capabilities and Services that are designed, integrated and tested to operate based on Satellite Communication Technologies, accessible from any location on the Globe. NIMSC SATCOM operates the NATO Satellite Communication (SATCOM) Ground Stations in Kester (BEL), Lughezzano (ITA), Atalanti (GRC), Izmir (TUR), Eggemoen (NOR), Costa Da Caparica (PRT) and supports NISRF Sigonella, Catania ( Italy).

Tasks and Responsibilities:



• Managing relationships with local suppliers and service providers to ensure performance and compliance with contractual obligations.


• Creating and processing Purchase Requests (P Rs) and Purchase Orders (P Os) in alignment with NCIA procurement procedures.


• Monitoring and maintaining stock levels for essential supplies and equipment.


• Coordinating logistics for local deliveries, shipments, and inventory movements.


• Managing procurement and inventory of office supplies for the local ground station.


• Maintaining accurate financial records for procurement, supplier transactions, and stock management.


• Preparing local budget forecasts, expenditure reports, and financial summaries.


• Ensuring compliance with NATO financial, procurement, and logistical policies.


• Supporting internal audits, inspections, and compliance verifications at the local site.


• Liaising with relevant NCIA departments for alignment on procurement and logistical matters concerning the local ground station.

Practical Arrangement:
Place of Performance:
Work will be conducted primarily on-site Lughezzano, Verona, Italy in designated as Class II Security Area.

Travel Requirement:



• Travel may be required to other Purchasers’ locations on exceptional basis.


• Travel arrangements will be the responsibility of the contractor and the expenses will be reimbursed in accordance with Article 5. 5 of AAS Framework Contract and within the limits of the NCIA Travel Directive.

Hours of Operation:
The Contractor is expected to follow the Purchaser’ s working hours— Monday to Thursday from 08h30 until 17h30 and Friday from 08h30 until 15h30.

Reporting:
The Contractor shall produce Monthly Service Performance Report completion reports (format: e-mail update), which include details of activities performed, the list of the KPI completion and penalties if it is applicable.

Safety and Compliance and other arrangement:



• Follow all safety protocols to prevent accidents and injuries.


• Ensure compliance with agency, industry standards and regulations.


• The Contractor shall manage and be responsible for all activities mentioned in the Section 2.


• The Supplier shall strive to lower the rotation of Contractor’ s personnel and maintain the same staff Contractor working under this SoW.


• The Purchaser will support the Contractor with access to the IT systems as required.


• The Contractor shall install and operate the equipment following the manufacturer’ s requirements.


• The Contractor shall minimize the impact to the service during the execution of the work.


• The Contractor shall bring immediately to the attention of the Purchaser Point of Contact on-site any issues preventing the execution of the work.

The Contractor shall fulfil the following requirements:



• Security Clearance: The Contractor shall possess valid NATO-SECRET Personal Security Clearances for the duration of the Contract performance.


• Language Proficiency: English: C1 + Local assignment language fluency (desirable).

Qualifications:



• University degree in Business Administration, Logistics, Finance, or related field.


• Minimum of 3 years of experience in procurement, supplier management, logistics, or financial administration.


• Familiarity with procurement processes, inventory control, and financial tracking systems.


• Strong organizational and coordination abilities.


• Proficient in Microsoft Office Suite ( Excel, Word, Outlook).

Desired Qualifications:



• Experience working within NCIA or similar defense-related environments.


• Familiarity with ERP systems or procurement platforms.


• Understand of NCIA Procurement and financial policies.