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

Overview

Deadline Date: Wednesday 22 October 2025

Location: Oeiras, PT. Full Time On-Site: Yes. Time On-Site: 100%

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 (C4ISR), as well as cyber security and cyber defence. The NCI Academy provides education and training services through its Academy Learning Environment (ALE), which governs the systems and infrastructure that deliver training.

To improve usability, accessibility, and user satisfaction, the NCI Academy is outsourcing UI/UX and web design services. The Contractor will work in close coordination with, and report to, the Academy Technical Capability (Te
C) Team. Services under this SOW shall be delivered exclusively
- site at the NCI Academy premises in Oeiras, Portugal.

Objective

The objective is to ensure
- centred, consistent, and modern UI/UX design across the ALE systems, namely 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 outcomes including:

• 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, and deliver
  - ready outputs (HTML, CSS, Java
  Script) for direct implementation
• Implementable Deliverables: Translate design outputs into
  - ready artefacts (e. g. , HTML/CSS templates, style sheets) to minimise rework
• Graphic Design: Create original graphic assets to support the user experience
• UI Testing: Test UI elements such as CTAs, banners, page layouts, flows, and links for landing pages
• Problem Resolution: Identify and troubleshoot UX-related issues (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 ALE systems: Moodle (LMS), TMS, JIRA, Adaptive Learning Platform, TLZ, and NCI Academy Catalogue. Deliverables shall be progressive and iterative with
- ready artefacts. Each sprint is planned for a duration of 1 week with the main activities including:

• User Research Report
• UI/UX Design Prototypes and Standards
• Integration-Ready UI Components
• UI Testing and Iteration Report
• Design Prototype for a TMS

Deliverables and payment milestones are detailed per year (BASE 2025, OPTION 2026, OPTION 2027).

Expected Performance

• Implementable Deliverables: Outputs must be
  - ready; static
  - ups are not accepted
• Compliance with NATO and NCI Agency usability, accessibility, and branding standards
• User Satisfaction: Target at least 90% satisfaction
• Stakeholder Approval: Validation by Te
  C Team before final acceptance
• Sprint Delivery: One-week sprints; at least 95%
  - time delivery
• Error Rate: Zero critical errors and fewer than 5%
  - critical issues
• Continuous Improvement: Incorporate stakeholder feedback into iterations

Coordination and Reporting

Contractor reports to the Academy Te
C Team Lead with weekly sprint planning and reviews, and monthly progress reports. Delays or risks are to be reported promptly. All deliverables and reports shall be in English.

Schedule

On-site services with weekly sprints. Initial period: 24 November 2025 – 31 December 2025. Option Years: 2026 and 2027. Deliverables reviewed and accepted via a Delivery Acceptance Sheet (DAS).

Constraints

On-site requirement in Oeiras, Portugal. Use only tools listed on the NCI Agency Approved Software List (A2SL). All activities must comply with NATO and NCI Agency security and data protection policies. Dependencies on development teams must be coordinated with the Te
C Team.

Practical Arrangements

Initial training and familiarisation will be provided. Necessary workstations, network access, and facilities will be provided. Prototyping tools must be from the A2SL. The Contractor’s work will be overseen by the Head of the Te
C Team and will involve close collaboration with Te
C and system owners.

Qualifications

9 QUALIFICATIONS

• Security Clearance: Valid clearance for 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
• Multi-Platform Design: Web and mobile design experience
• Moodle Customisation: Ability to customise Moodle via HTML, CSS, Java
  Script
• JIRA Design and Customisation: Experience in designing JIRA interfaces, workflows, and dashboards
• Technical Tools: Proficiency with design tools (Sketch, In
  Vision, Visio, Adobe Suite, XD); HTML, CSS (SCSS); mobile design principles; design systems
• Implementable Deliverables: Ability to deliver design artefacts and
  - ready outputs
• Collaboration: Strong English communication skills
• Usability Testing: Experience in user research and usability testing

Desirable qualifications include NATO/NCI experience, Agile methodology, knowledge of
- learning interfaces, and
- based integration of UI/UX artefacts.

Language Proficiency: Level 3 English per NATO STANAG 6001 or CEFR B2-C1.