SHAPE-0026 Travel Office Support (NS) - MON 30 Jun

EMW; Wiesbaden; Vor Ort; EUR 40.000 - 60.000; Vollzeit

Zusammenfassung

A contractor for NATO activities is seeking a Travel Office Support provider to manage duty travel for personnel stationed in Wiesbaden, Germany. Candidates must have significant experience in business travel management, office management, and hold a NATO SECRET clearance. This position involves planning, coordinating, and supervising travel arrangements, ensuring compliance with specific regulations while working in a dynamic military environment.

Qualifikationen

• At least 3 years in business travel management or related personnel movement.
• Experience in office management, billing practices, and record-keeping.
• Contractor personnel must hold a valid NATO SECRET clearance.

Aufgaben

• Plans and supervises all duty travel for NSATU personnel.
• Processes travel requests ensuring appropriate travel mode.
• Maintains accurate financial and transactional travel records.

Kenntnisse

Business travel management

Office management

Record-keeping

Knowledge of ERP systems

NATO experience

Ausbildung

Higher secondary education

University degree

Tools

Oracle Financials

SAP

Jobbeschreibung

Overview

Description

Deadline Date : Monday 30 June 2025

Requirement : Provision of Travel Office Support to NATO Security Assistance and Training for Ukraine (NSATU) in Wiesbaden (Germany)

Location : Wiesbaden DE

Full Time On-Site : Yes

Time On-Site : 100%

Not to Exceed Rate : It is for the bidders to propose the hourly rate

Period of Performance : 2025 BASE : As soon as possible but not later than 04 August 2025 31st December 2025 with possibility to exercise the following options:

Availability of Services : The following options apply: 2026, 2027, 2028 with hours as stated in the RFQ. The total scope of the request is up to 1400 hours in 2025 and up to 2080 hours per option year.

Required Security Clearance : NATO SECRET

1. DEFINITIONS

ACO Allied Command Operations

ACT Allied Command Transformation

CIS Communication and Information System

COTR Contracting Officers Technical Representative

ERP - Enterprise Resource Planning

FINCON - Financial Controller

FinS Financial System

FTE - Full Time Equivalent

HQ Headquarters

HR Human Resources

NSATU - NATO Support and Training for Ukraine

NCIA NATO Communications & Information Agency

NCS NATO Command Structure

SHAPE Supreme Headquarters Allied Powers Europe

2. INTRODUCTION

2.1 This document addresses key management issues to enable bidders to understand the management of the Task Order that SHAPE is intended to issue as a result of this RFQ.

2.2 SHAPE is the Strategic Headquarters for Allied Command Operations (ACO). NSATU is a NATO activity formed to plan coordinate and arrange delivery of security assistance to Ukraine. NSATU Headquarters are located in Wiesbaden, Germany. SHAPE / AQM is supporting NSATU HQ in its contractual processes.

2.3 This requirement is to provide non-personal services in support of the NSATU J8 as defined in this Statement of Work (SOW).

3. BACKGROUND

3.1 The NSATU mission oversees and coordinates support to Ukraine.

3.2 NSATU HQ J8 provides local support to NSATU HQ with all financial and contracting matters.

3.3 The incumbent will provide services in the Finance and Accounting Office.

4. TASK ORDER MANAGEMENT

4.1 All correspondence pertaining to the Contract / Task Order (if any awarded) shall be submitted in the first instance to SHAPE FINANCE AND ACQUISITION DIRECTORATE ACO Acquisition Management Branch

4.2 Technical and operational issues: The Contracting Officer designates a Contracting Officer Technical Representative (COTR) as the staff element authorized to coordinate monitor and control Contractors performance from the technical standpoint. COTR contact details will be provided upon contract / task order award.

5. CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE

5.1 The COTR is appointed by the Contracting Officer to determine compliance with technical requirements for goods and/or services delivered under the contract.

5.2 The COTR is authorized to take actions such as monitoring performance and reporting deficiencies. He/she may submit contractor performance evaluations to the Contracting Officer and keep liaison with the Contractor.

5.3 The COTR is not authorized to award or sign contracts or modify terms; only the Contracting Officer may do so.

5.4 This designation remains in effect through the life of the contract unless revoked.

6. AVAILABILITY OF SERVICES

7.1 Availability: Contractors resources shall be ready to deliver tasks on-site respecting NSATU HQ Standard Business Hours: Mon-Thu 08:30-17:30, Fri 08:30-15:30 (CET) with 1 hour lunch 12:00-14:00.

7.2 Start date: Task Order start no later than 04 August 2025. Execution could begin when resources are available.

7.3 On-site definition: NSATU German-based facility in Wiesbaden (military restricted area).

7.4 Working hours: NSATU HQ business hours; exceptions require written CO agreement.

7.5 Absence: NSATU does not recognize payment for absences (vacation/sick leave).

7.6 Estimated hours: See SOW for monthly allocation; hours may be adjusted month-to-month within contracted limits.

7.7 HQ closure exceptions: Services may be extended per NSATU needs and funds.

7.9 Optional extensions: Typically 3-month periods; notice required.

7.10 Travel Office Support hours: 2025 up to 1400; 2026-2028 up to 2080 per year; Total up to 7640 hours per resource.

8. PERFORMANCE EVALUATION SYSTEM

8.1 Contractor performance evaluated by COTR. 8.2 One-month preliminary evaluation to verify skills, language proficiency, security clearance, and qualifications; replacement may be requested. 8.3 Periodic evaluations annually to document performance to NCIA.

9. NATO PROVIDED SUPPORT

NSATU will provide on-site workspace and CIS equipment for the duration of the Task Order.

10. CONTRACTORS PERSONNEL TRAVEL

10.1 Travel expenses incurred by Contractor personnel are borne by the Contractor; 10.2 Travel ordered by NSATU is covered by NATO per regulations.

11. SECURITY CLEARANCE

11.1 Contractor resources must hold current NS security clearance for Task Order execution. 11.2 Clearance valid for at least initial period; renewal documents should be submitted if applicable. 11.3 Contractors are responsible for timely renewal of expiring clearances.

12. NON-DISCLOSURE AGREEMENT

All Contractor personnel must sign an NDA in accordance with NCIA COAAS.

13. INVOICES AND PAYMENTS

13.1 Payments in EURO within 30 days after receipt of proper invoice and acceptance. 13.2 Invoices to SHAPE Accounts Payable in electronic format with required details. 13.3 No payment for undelivered or unperformed services. 13.4 Payment currency per contract; contract holder bears related charges.

Part II - STATEMENT OF REQUIREMENT

1. INTRODUCTION

This requirement supports NSATU HQ J8 Finance & Accounting Office as defined in the Statement of Requirement (SOR).

2. SCOPE OF WORK

The Contractor shall provide official travel management services as Travel Assistants in support to NSATU HQ financial functions. The requirement is for 1 FTE. The Contractor shall submit up to 3 CVs. Working week is 40 hours with up to 48 hours possible; bid should quote an hourly rate that includes any cost for personnel (meals, transportation, health insurance).

3. PERIOD OF PERFORMANCE

Base period: 04 August 2025 to 31 December 2025. Extensions subject to budget and performance.

4. PLACE OF PERFORMANCE

NSATU Headquarters, Wiesbaden, Germany; work in a deployed environment with higher noise levels near an airfield.

5. RECOGNIZED HOLIDAYS

No services on Sundays or Bank Holidays unless written agreement by CO.

6. HOURS OF OPERATION

40-hour work week; normal hours Monday to Friday; 1-hour lunch. Sunday/Bank Holiday work requires CO written approval.

7. TASKS FOR THE CONTRACTOR

The Contractor shall provide travel management services under NSATU J8 Finance & Accounting. The primary Travel Assistant Support duties include:

• Plans, coordinates and supervises all duty travel for NSATU personnel and supported elements.
• Processes travel requests ensuring appropriate travel mode.
• Manages all aspects of commercial travel and mobility for NSATU personnel.
• Liaises with Travel Agency to ensure optimal service per agreements.
• Liaises with customers for travel arrangements and timely information exchange.
• Provides approved travel orders and related vouchers to travelers.
• Maintains accurate financial and transactional travel records.
• Prepares certification of travel-related invoices.
• Maintains control of financial records and archives related to travel.
• Processes and checks travel claims.
• Assists in risk management within the travel function and supports internal controls.
• Performs other related duties as assigned.

8. CONTRACTORS PERSONNEL EXPERIENCE AND QUALIFICATIONS

See Requirements

8.1 Essential Qualifications

• At least 3 years in business travel management or related personnel movement.
• Experience in office management, billing practices, and record-keeping.
• Experience with ERP systems (Oracle, SAP, etc.).
• Desirable experience with Oracle Financials (GL, Fixed Asset, AP, AR).
• Desirable experience with NATO bodies or national military.

8.2 Education / Training

• Minimum of higher secondary education; university degree desirable; professional certification encouraged.

8.3 Security Clearance

• Contractors personnel must hold a valid NATO SECRET clearance.

8.4 Language

• English: SLP 2222 (listening, speaking, reading, writing).

8.5 Personal Attributes

• Uses initiative, good judgment, prioritization, and ability to work in a dynamic, multinational/military environment.

Key Skills

Active Directory Administration, Advertising Management, Hair And Beauty, Biotechnology, Corporate Finance, ABAP

Employment Type : Contract

Experience : years

Vacancy : 1