2026-0132 AFN/AFS Governance

Deadline Date: Wednesday 16 September 2026

Requirement: AFN/AFS Governance & Management Secretariat Support

Location: On-site:

NHQ Brussels BEL: 1 week each month over the period of the contract.

NCIA The Hague: 1 week each quarter over the period of the contract.

NATO HQ BLA: First two weeks of contract onboarding on site.

Offsite: When not at the locations detailed above.

Period of Performance: Base Contract: 1 October 2026 – 31 March 2027. Option Contract: 1 April 2027 – 31 December 2027.

Required Security Clearance: NATO SECRET

Special Terms and Conditions: See Annex B below.

ANNEX A – STATEMENT OF WORK

A-1 OVERALL PROJECT SCOPE

The Alliance Federation Services (AFS) establishes a federated network that integrates the NATO Enterprise, NATO Nations, NATO Force Structures, and Multinational Entities across the Alliance. NCIA is the primary contractor to deliver the AFS Federation with NATO Nations on behalf of Cyber Digital Transformation (CDT), NHQ Brussels. This integration facilitates the interconnection of Alliance Federated Participants (AFP) to the AFN by encompassing a range of technical services, including Communications, the Core Services, the Community of Interest (COI) Services, the Service Management and Control (SMC) and Communication and Information Systems (CIS) Security.

The AFS is a NATO Enterprise-driven and Nations-enabled initiative to build a modern, coherent, transparent and effective CIS platform for delivering and consuming C3 services across the Alliance. It evolves the current NATO Enterprise-centric Alliance-wide network (NS WAN) into a broader and distributed network of networks, building upon the model of the Internet and specifications developed under the Federation Mission Networking (FMN) framework.

The project will support the Secretariat Organisation supporting the Governance & Management structure to realise the intended AFS aims as stated above.

A-2 OBJECTIVE

The contractor shall provide administrative assistant support to the AFS Secretariat at NATO Headquarters, Brussels, Belgium.

A-3 SCOPE OF WORK

• Manage & maintain the AFS Information and Knowledge Portals.
• Provide full document management and control for all AFS Doctrine, Policy, Technical, Security, Independent Assurance & Validation, Process and Procedure documents; all formal communications, including notifications, agendas, minutes and reports.
• Provide professional, end-to-end support for recording meeting discussions, organizing the captured content, and delivering polished draft minutes for review by chairs and supporting staff.
• Provide conference support to all significant work group and executive meetings.
• Communications support for external attendees (partners, clients, speakers, media, regulators, etc.) so that they can participate in corporate meetings, conferences, and related events smoothly, securely, and in compliance with the client’s policies.
• Deliver end-to-end administrative support that streamlines meeting logistics, builds clear agendas, tracks action items, and maintains consistent stakeholder communication. The service is designed to keep teams aligned, improve efficiency, and drive measurable progress toward the client’s strategic goals.

A-4 DELIVERABLES

The following provides the deliverables under this contract. The deliverables are derived from the requirements of the overall project management plan. Each deliverable has an acceptance criterion and is also grouped into payment milestones, given in Annex B, Section B-4.

A.1 – Manage & Maintain AFS Information Knowledge Portals on Low and High Side

Deliverable Definition: Administer and update information portals to ensure content currency and accuracy; govern portal taxonomy, metadata standards, and lifecycle of articles, FAQs, and multimedia assets; hold regular status meetings, track KPIs, and provide executive summaries.

Deliverable Format: SharePoint/MS Office format.

Acceptance Criteria: Ensure intuitive organization, efficient searchability, defined workflows for content lifecycles, and robust user role permissions; criteria should cover functional capabilities (editing, publishing), security (access controls), and usability (CMS interface) to allow staff to manage content without technical assistance.

Deliverable Schedule: Content audit report (quarterly); updated taxonomy guide (as needed); status meeting minutes (bi-weekly); KPI dashboard (continuous).

Quantity/Effort: As per deliverable schedule.

A.2 – Document Management

Deliverable Definition: Document Preparation: gather, format, and organize all required files, documents and supporting materials so they meet formal standards and are ready for review or distribution. Coordination: act as the central point of co