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

Lughezzano, Province of Verona, Italy

Full Time Contract Mid-level / Intermediate Clearance required EUR 34K - 79K * ^est.

EMW, Inc.

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Posted 12 hours ago

Deadline Date: Thursday 29 May 2025

Requirement: Provision of Administrative Support Specialist Services

Location: Lughezzano, Italy

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: 2025 Base: As soon as possible but not later than 02 July 2025 (tentative) – 31 December 2025, with the possibility to exercise following options:

• 2026 Option: 01 January 2026 – 31 December 2026

• 2027 Option: 01 January 2027 – 31 December 2027

• 2028 Option: 01 January 2028 – 31 December 2028

Required Security Clearance: NATO SECRET

1 PROJECT SPECIFICS

1.1 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.

1.2 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).

1.2.1 Problem Statement

• Current State: The ground stations at Costa da Caparica and Lughezzano face challenges due to military rotations and the absence of host nation personnel to maintain essential administrative functions. This results in disruptions in vendor coordination, supply chain management, and financial oversight, which are critical for ensuring continuous operational readiness.

• Impact: Without dedicated administrative support, the ground stations risk delays in procurement, supply shortages, financial inconsistencies, and reduced operational effectiveness. This can compromise mission support and service continuity.

• End State: To ensure the seamless operation of the ground stations, the appointed contractor will provide dedicated local administrative support. This will include efficient vendor management, streamlined procurement, consistent stock levels, and accurate financial tracking, ensuring that each station remains fully operational and aligned with NATO standards and practices.

2 DESCRIPTION OF DELIVERABLES (KEY RESPONSIBILITIES.)

The contractor will deliver comprehensive administrative services specifically assigned to our SATCOM site at Lughezzano, Verona, Italy. Responsibilities include local supplier management, procurement activities, logistics coordination, stock control, office supply management, and financial administration to support the operational needs of the ground station.

2.1 Tasks and Responsibilities

Managing relationships with local suppliers and service providers to ensure performance and compliance with contractual obligations.
Creating and processing Purchase Requests (PRs) and Purchase Orders (POs) 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.

3 DELIVERABLES

The contractor shall produce the following deliverables:

1. Local Supplier Management Plan - outlining local vendor engagement, performance monitoring, and compliance tracking.

2. Procurement Reports - PR and PO status updates for local operations.

3. Stock Inventory Reports - monthly updates on local stock levels, usage trends, and re-order points.

4. Logistics Coordination Plan - for managing local deliveries, shipments, and inventory flows.

5. Financial Tracking Reports - detailing budget status, expenditures, and forecasts for the assigned site.

6. Office Supply Inventory Reports - procurement planning and availability tracking for local office needs.

7. Audit Support Documentation - records prepared for local compliance checks and inventory inspections.

8. Final Handover Report - summarizing activities, improvements, and recommendations for ongoing local operations.

4 SERVICE KPIs AND PENALTIES

The penalties defined below will apply to the payment amount based on the performance results measured through Annex B - Monthly Service Performance Report Acceptance

KPI 01 Performance Objective: Timeliness of PR Processing

Standard: % of Completion

Performance Threshold: 99.9% of the measured period