2025-0320 Academy Learning Environment UI/UX Web Designer (NS) - WED 22 Oct Oeiras

Overview

Deadline Date: Wednesday 22 October 2025

Requirement: Academy Learning Environment UI/UX Web Designer

Location: Oeiras, PT

Full Time On-Site: Yes

Time On-Site: 100%

Period of Performance: BASE: 24 November – 31 December 2025

OPTION 2026: 01 January 2026- 31 December 2026

OPTION 2027: 01 January 2027- 31 December 2027

Required Security Clearance: NATO SECRET

The NATO Communications and Information Academy (NCI Academy) offers training on both static and deployed NATO communication and information systems (CIS). This includes Consultation, Command, Control, Communications and Intelligence, Surveillance and Reconnaissance (C4ISR), as well as cyber security and cyber defence. Moreover, the NCI Academy plays an instrumental role in designing, developing and rolling out new learning solutions. This is achieved through comprehensive analysis of training requirements and by leveraging
- edge learning technologies.

The NCI Academy provides education and training services through its Academy Learning Environment (ALE). The ALE governs and coordinates the systems and infrastructure that deliver training, including the Learning Management System (Moodle), the Training Management System (TMS), the Ticketing System (JIRA), the Adaptive Learning Platform, the Training Landing Zone (TLZ), and the NCI Academy Catalogue. These systems support multiple delivery methods, such as classroom training, mobile training, Virtual Instructor-Led Training (VILT), and
- paced training.

To improve usability, accessibility, and user satisfaction, the NCI Academy is outsourcing UI/UX and web design services to ensure
- centred design, consistent user interfaces, and improved usability across these systems. The Contractor will work in close coordination with, and report to, the Academy Technical Capability (Te
C) Team.

The services under this Statement of Work (SOW) shall be delivered exclusively
- site at the NCI Academy premises in Oeiras, Portugal. Remote work or delivery from other locations is not permitted.

Objective

The objective is to ensure
- centred, consistent, and modern UI/UX design across the ALE systems, including Moodle, the Training Management System (TMS), the Ticketing System (JIRA), the Adaptive Learning Platform, the Training Landing Zone (TLZ), and the NCI Academy Catalogue.

The Contractor shall deliver the following outcomes:

• User-Centred Design: Create designs based on user requirements and behaviour, ensuring usability and accessibility.
• UX Research and Testing: Conduct user research and usability testing to analyse and predict user behaviour, providing actionable insights.
• Design Standards: Develop and maintain style guides, design systems, and reusable patterns for a consistent user experience across ALE systems.
• Interface Design and Implementation: Produce user flows, wireframes, prototypes, and
  - ups, delivering
  - ready UI outputs (HTML, CSS, Java
  Script) for direct implementation by development teams.
• Implementable Deliverables: Translate design outputs into
  - ready artefacts (e. g. , HTML/CSS templates, style sheets, or other exportable formats) to minimise rework by development teams.
• Graphic Design: Create original graphic assets to support the user experience.
• UI Testing: Test UI elements such as
  -
  - action buttons, banners, page layouts, flows, and links for landing pages.
• Problem Resolution: Identify and troubleshoot UX-related issues (e. g. , responsiveness, accessibility, consistency).
• Continuous Improvement: Incorporate feedback and usability findings into design iterations.

Scope of Work and Deliverables

The Contractor shall provide UI/UX services across the ALE systems: Moodle (LMS), TMS, JIRA, Adaptive Learning Platform, TLZ, and NCI Academy Catalogue.

Deliverables shall be progressive and iterative, prioritised by operational needs and sprint planning with the Te
C Team. Not all systems will require parallel work; activities will focus on systems most in need of design improvements at a given time.

All deliverables must include
- ready artefacts (e. g. , HTML/CSS templates, style sheets, or exportable modules) suitable for direct implementation or with minimal adaptation by the Academy development team.

Each sprint is planned for one week and includes:

• User Research Report: Documented user requirements, personas, and journeys validated by the Te
  C Team; prototypes with sufficient technical specifications for direct implementation.
• UI/UX Design Prototypes and Standards: Wireframes,
  - ups, interactive prototypes; maintain style guides and design systems for consistency.
• Integration-Ready UI Components: Convert designs into outputs suitable for direct implementation in ALE systems, particularly Moodle and TMS.
• UI Testing and Iteration Report: Document testing results and design improvements with measurable usability gains.
• Design Prototype for a TMS: Complete draft design meeting stakeholder requirements within a month before testing.

Deliverables and Payment Milestones

2025 BASE: 24 November 2025 to 31 December 2025

Deliverable: 4 sprints (numbers may adjust based on start date). Payment milestones on completion of every four sprints and at project end.

2026 OPTION: 01 January 2026 to 31 December 2026

Deliverable: Up to 48 sprints. Cost ceiling as per CO-115786-AAS+ Special Provisions article 6. 5. Payment milestones on completion of every four sprints and at project end.

2027 OPTION: 01 January 2027 to 31 December 2027

Deliverable: Up to 48 sprints. Cost ceiling as per CO-115786-AAS+ Special Provisions article 6. 5. Payment milestones on completion of every four sprints and at project end.

Expected Performance

The Contractor’s performance shall be evaluated on quality, timeliness, and usability of UI/UX artefacts. Expectations include:

• Deliverables shall be
  - ready and not limited to static
  - ups.
• Designs must comply with NATO and NCI branding and accessibility standards; ensure responsive design across platforms.
• User Satisfaction: At least 90% of users should report satisfaction with usability, navigation, and consistency during prototype and pilot testing.
• Stakeholder Approval: Deliverables must be validated by the Te
  C Team before final acceptance.
• Sprint Delivery: One-week sprints; at least 95% of sprint deliverables on time.
• Error Rate: Pilot implementations should have zero critical errors and fewer than 5%
  - critical issues requiring rework.
• Continuous Improvement: Incorporate stakeholder feedback and performance metrics into iterations.

Coordination and Reporting

The Contractor works under the direction of the Te
C Team Lead. Weekly sprint planning and review meetings, monthly progress reports, and immediate reporting of delays, risks, or constraints in English.

Schedule

Weekly sprints. Initial period: 24 November 2025 – 31 December 2025 (approx. 4 sprints). Option Years 1 and 2: 2026 and 2027. Deliverables reviewed and accepted via Delivery Acceptance Sheet (DAS).

Constraints

On-site delivery in Oeiras, Portugal; remote work not permitted. Tools must be from the NCI Agency Approved Software List (A2SL). All activities must comply with NATO and NCI policies. Dependencies on development teams may affect schedules.

Practical Arrangements

Training and Familiarisation provided at contract start for ALE systems; workstations, network access, and facilities provided. Tools must be from the A2SL. Direction from the Head of Te
C Team. Collaboration with Te
C Team and system owners. Ensure continuity of service during staff absences with prior coordination.

Qualifications

9. 1 Essential Qualifications and Experience:

• Security Clearance: Valid clearance covering the full contract period.
• User-Centred Approach: Ability to influence requirements to improve user experience.
• UI/UX Design Expertise: Proven experience in UI/UX design for digital products/services.
• Multi-Platform Design: Web and mobile design experience.
• Moodle Customisation: Ability to customise Moodle interface using HTML, CSS, Java
  Script and dynamic content adaptation.
• JIRA Design and Customisation: Experience in designing and customizing JIRA interfaces, workflows, and dashboards.
• Technical Tools and Technologies: Proficiency with design tools (Sketch, In
  Vision, Visio, Adobe Creative Suite, HTML, CSS/SCSS) and i
  OS/Android design principles; familiarity with design systems.
• Implementable Deliverables: Ability to deliver design artefacts and
  - ready outputs.
• Collaboration: Strong English communication skills and ability to work with developers and stakeholders.
• Usability Testing: Experience in user research and usability testing with actionable design outcomes.

9. 2 Desirable qualifications and experience

• Experience in NATO or NCI Agency environments.
• Knowledge of Agile sprint delivery.
• Advice on visual hierarchy and UX for
  - learning interfaces.
• Experience with training platforms (e. g. , TMS, Adaptive Learning platforms).
• Familiarity with cloud environments and integration of UI/UX artefacts in enterprise systems.

9. 3 Language Proficiency

• English level per NATO STANAG 6001 or CEFR B2-C1.