Business Analyst / Project Manager

Spektrum have a wide range of exciting opportunities in several global locations.

We are always looking to add great new talent to our team and look forward to hearing from you.

Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

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Who we are supporting

The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.

The NCIA provides a wide range of services, including:

• Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.
• Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
• Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.
• Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.

Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

The NATO Communications and Information Agency (NCI Agency) is NATO’s principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.

To provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorise's: NATO International Civilians (NIC)'s, Military (Mil), and Interim Workforce Consultants (IWC)'s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

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Introduction

SHAPE is the Strategic Headquarters for Allied Command Operations (ACO). The J1 Division within the Support (SUPPORT) Directorate is responsible for all aspects of military and civilian workforce policy and personnel management in ACO. The Division is also responsible under the auspices of MC 216/5 – AAP16E, to provide the enabling and supporting Human Resources Data Services (HRDS) applications to the NATO Command Structure (NCS) HQs, NATO’s operational theatres, operational elements of the NATO Force Structure (NFS), the International Military Staff (IMS), the NATO Communications and Information Agency (NCIA), and other NATO Memorandum of Understanding (MOU) organisations. The HR Data Services (HRD) Branch within the J1 is the workforce and personnel data custodian and is responsible for the business management, training and support of all HRDS applications.

Although functionally located within the J1 Division at SHAPE, the HRD Branch has the responsibility to provide services and support to all subscribing NATO HQs and organisations spread across 10 time zones (Norfolk VA, USA to Baghdad, IRQ) and providing up to a 12-hour daily helpdesk and support service, Monday to Friday. In addition, due to differing national holidays, HQs’ stand-downs and operational commitments, the Branch may be required to provide limited helpdesk hours or business support on weekends and holidays.

Role Background

The HRDS applications consist of the following:

• The Automated Personnel Management System (APMS). The NATO Command Structure’s human resources management system responsible for managing all aspects of personnel, organizational structures, and their inter-relationships. The current tool is based upon the underlying COTS application from Allocate Software, an RLDatix company, the Defense Suite, version 9.7. This version of the product is a fully web-based, SOA architecture system. A new COTS version, OneView, is scheduled for deployment in late 2024.
• The Establishment Review Tool (ERT). NATO’s establishment and job description management and approval system. The tool was developed by and is wholly owned by NATO.
• The ACO/ACT & Missions Identification System (AMIS). The NATO identity management system responsible for producing and managing identity cards for the whole of the NCS and all additional subscribing NATO HQs and organisations. AMIS is based upon the underlying COTS products manageID, version 4, by Creative Information Technologies, Inc. and is interfaced to APMS for the personnel data.
• The NATO System for Tracking Entitlements & Privileges (NSTEP). The NATO electronic entitlement and ration card system. The tool was developed by ATOS Convergence Creators, is wholly owned by NATO and interfaces with both APMS and AMIS.
• The NATO Installation Access Control System (NIACS). A mobile AMIS validation capability. The tool was developed by and is wholly owned by NATO.
• The Integrated Security and In Processing System (ISIPS). A bespoke system based upon VB6 and .NET technologies. ISIPS is a management tool used by some HQs in order to meet their commitments to the Host Nation (HN). It provides a means by which essential data can be exchanged with the HN. The tool was developed by ATOS and is wholly owned by NATO.
• The NATO Performance Management System (NPMS). NPMS interfaces with APMS and is used for the management of the annual performance reviews of NATO International Civilians. The tool is a SharePoint application and was developed and wholly owned by NATO.
• Genpact’s Cora SeQuence/Orchestration, an intelligent Business Process Management suite (iBPMS) that allows HRD to automate and control business workflows between the HRDS applications as well as extending the functionality of them.
• Within SHAPE SUPPORT J1 HRD, there is a recurring requirement for external/contracted support over a wide spectrum of functional expertise/IT to support the HRDS applications via the HRDS Programme of Work (PoW). This RFQ’s Contractor’s personnel will deliver a suite of services related to performing operations and maintenance of the HRDS applications and assisting other members of the HRD team as they deliver business functionality using the HRDS applications suite.

Role Duties and Responsibilities

• Develop a survey questionnaire;
• Send the questionnaire to the commands;
• Analyze the replies;
• Visit bases and commands and perform an on-site survey, as required;
• Per command, document the process flow (both for peacetime/mission and exercise processes) and get the command approval;
• Develop a single process flow (latest within 6 months of the start date of this Task Order):
  • Develop the process flow in close coordination with all stakeholders;
  • Get stakeholders comments and approval;
  • Discuss details with COTR(s);
  • Define the possible process supplementations/customization for the commands;
  • Manage the implementation of the process (by end of Task Order):
  • Act as product owner for the implementation project;
  • Break down the requirements to features and user stories in HRDS Devops;
  • Define the start and target dates for features in an agile manner;
  • Get COTR(s) approval for user stories;
  • Develop test plans and test cases for acceptance testing and operational validation;
  • Coordinate the User Acceptance Test and Operational Validation with the command representatives;
  • Manage the iterations and their scope;
  • Attend the Iteration Planning and Retrospective;
  • Provide answers and clarifications to the workflow developers;
  • Analyze and clarify requirements with commands and COTR(s);
  • Report to COTR(s) the progress per iteration;
  • Participate in daily coordination meetings;
  • Participate in other scheduled or ad hoc meetings, as required by the COTR(s)
• Use HRDS tool to track the progress of all work.

Essential Skills and Experience

• At least two year’s experience in the last seven years as Business Analyst with experience in requirements elicitation in the area of HR/workforce/personnel management business processes and applications, with no less than 3 months with any one project.
• At least one year’s experience in the last seven years as Project Manager with experience delivering software, information technology, or similar requirements to end users in international and/or military environment
• At least one year’s experience in the last seven years as a Product Owner within an Agile Software Development Team.

Desirable Skills and Experience

• At least one year’s experience in the last seven years as a QA engineer with experience designing, developing, and overseeing execution of test plans and test cases with end users is desirable.
• At least one years’ experience in the last seven years using Microsoft Azure DevOps is desirable.
• At least six month’s experience in the last seven years helping to automate a manual business process is desirable.
• At least one year’s experience in the last 10 years working with NATO in the area of Peacetime Establishment and workforce as a NATO nation military member, NATO international civilian, or similar resource is desirable.

Education

• An BSc/MSc in Computer Science or related scientific discipline.

Working Location

• Mons, Belgium

Working Hours and Policy

• Hybrid - 1760 Total Working hours per year (228 hours on-site, 1532 hours off-site)
• SHAPE J1 HRD Standard Business Hours of Operations: 8 hours Monday to Thursday (08:30 – 17:30) and 6 hours Friday (08:30 – 15:30)
• Public Holidays of Belgium will be applicable

Specific Working Conditions

• On call – need to be able to be on-site within 2 hours
• Weekend or holiday work may be on-site, off-site or on-call, as determined by the COTR, but there will be no other hourly differential for the work since the extra hours will be part of the resource’s normal working week’s hours

Travel

• Travel between on-site and off-site is paid on reimbursement basis by NATO
• Some travel to other NATO sites may be required which is also paid on reimbursement basis by NATO

Languages

• Proficient in English at STANAG Level 3333, corresponding to CEFR Level B2

Security Clearance

• Valid National or NATO Secret personal security clearance

We never know what new opportunities might be just over the horizon. If this opportunity isn't for you please feel free to send us your resume anyway and be the first to know if something suitable for your skills and experience comes up.