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

Job description

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

1 INTRODUCTION

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 cutting-edge learning technologies.

The NCI Academy also provides a range of education and training services through its Academy Learning Environment (ALE).

The ALE governs and strategically 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 self-paced training.

To improve usability, accessibility, and user satisfaction, the NCI Academy is outsourcing UI/UX and web design services to ensure user-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 (TeC) Team.

The services under this SOW shall be delivered exclusively on-site at the NCI Academy premises in Oeiras, Portugal.

Remote work or delivery from other locations is not permitted.

2 OBJECTIVE

The objective of this service is to ensure user-centred, consistent, and modern UI/UX design across the Academy Learning Environment (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 support the NCI Academy by delivering 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 to ensure a consistent user experience across ALE systems.
• Interface Design and Implementation: Produce user flows, wireframes, prototypes, and mock-ups, and deliver integration-ready UI outputs (HTML, CSS, JavaScript) so that development teams can implement directly.
• Implementable Deliverables: Translate design outputs into integration-ready artefacts (e.g., HTML/CSS templates, style sheets, or other exportable formats) to minimise rework by development teams and enable smooth implementation in target systems such as Moodle or TMS, etc.
• Graphic Design: Create original graphic assets (e.g., images, icons, sketches, and tables) to support the user experience.
• UI Testing: Conduct testing of UI elements such as call-to-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 customer feedback, usage metrics, and usability findings into design iterations to continually improve user experience.

3 SCOPE OF WORK AND ASSOCIATED DELIVERABLES

The Contractor shall provide UI/UX services across the following Academy Learning Environment (ALE) systems:

• Moodle (LMS)
• Training Management System (TMS)
• Ticketing System (JIRA)
• Adaptive Learning Platform
• Training Lading Zone (TLZ)
• NCI Academy Catalogue

The development of deliverables shall be progressive and iterative, prioritised according to the operational needs of the Academy and the sprint planning agreed with the Academy Technical Capability (TeC) Team.

Not all systems will require work in parallel; instead, activities will be directed to the systems most in need of design improvements at a given time.

All deliverables must go beyond static mock-ups and include integration-ready artefacts (e.g., HTML/CSS templates, style sheets, or exportable modules) that can be directly implemented, or require minimal adaptation, by the Academy development team.

Each sprint is planned for a duration of 1 week and main activities are as follows:

• User Research Report: Documented user requirements, personas, and user journeys validated by TeC Team.
  
  Develop user journeys and design prototypes for ALE systems, aligned with Academy priorities and user requirements.
  
  Prototypes must include sufficient technical specifications (e.g., layout guidelines, style attributes) to support direct implementation.
• UI/UX Design Prototypes and Standards: Produce wireframes, mock-ups, and interactive prototypes.
  
  Develop and maintain style guides, design systems, and reusable patterns to ensure consistent user experience across ALE systems.
• Integration-Ready UI Components: Convert approved designs into integration-ready outputs (HTML, CSS, JavaScript templates, or equivalent) suitable for direct implementation in ALE systems, particularly Moodle and TMS.
  
  Deliverables shall minimise rework for development teams.
• UI Testing and Iteration Report: Documented testing results and implemented design improvements with measurable usability gains.
• Develop, draft and produce Design Prototype for a TMS suitable to the Academy: Complete draft Design that meets the requirements of stakeholders within a month before testing.

3.1.1 Deliverables and Payment Milestones

2025 BASE: 24 November 2025 to 31 December 2025

Deliverable: 4 sprints (Number of sprints is estimated and will be adjusted based on actual starting date.)

Payment Milestones: Upon completion of each fourth sprint and at the end of the work.

2026 OPTION: 01 January 2026 to 31 December 2026

Deliverable: Up to 48 sprints

Cost Ceiling: Price will be determined by applying the price adjustment formula as outlined in CO‐115786‐ AAS+ Special Provisions article 6.5.

Payment Milestones: Upon completion of each fourth sprint and at the end of the work.

2027 OPTION: 01 January 2027 to 31 December 2027

Deliverable: Up to 48 sprints

Cost Ceiling: Price will be determined by applying the price adjustment formula as outlined in CO‐115786‐ AAS+ Special Provisions article 6.5.

Payment Milestones: Upon completion of each fourth sprint and at the end of the work.

4 EXPECTED PERFORMANCE:

The Contractor’s performance shall be evaluated based on the quality, timeliness, and usability of the delivered UI/UX artefacts.

The following expectations apply:

• Implementable Deliverables: All outputs (prototypes, templates, style guides, pilots) shall be delivered in integration-ready formats (e.g., HTML/CSS templates, style sheets, exportable modules) suitable for direct use or minimal adaptation by the Academy development teams.
  
  Deliverables limited to visual mock-ups will not be accepted.
• Compliance with Standards: Designs must comply with NATO and NCI Agency usability, accessibility, and branding standards, as well as best practices for responsive and cross-platform design.
• User Satisfaction: During prototype and pilot testing, at least 90% of users (students, instructors, staff) shall report satisfaction with usability, navigation, and consistency.
• Stakeholder Approval: Deliverables must be validated by the Academy Technical Capability (TeC) Team before final acceptance.
• Sprint Delivery: Work shall follow an iterative sprint-based approach (one week).
  
  At least 95% of agreed sprint deliverables shall be delivered on time.
• Error Rate: Pilot implementations shall achieve zero critical errors and fewer than 5% non-critical issues requiring rework.
• Continuous Improvement: The Contractor shall incorporate feedback from stakeholders, user testing, and performance metrics into subsequent iterations.

5 COORDINATION AND REPORTING

The Contractor shall work under the direction of the Academy TeC Team Lead.

Weekly sprint planning and review meetings shall be conducted to agree on priorities, monitor progress, and validate deliverables.

Monthly progress reports shall summarise activities, outputs, and identified improvements.

Any delays, risks, or constraints shall be reported immediately to the TeC Team Lead.

All deliverables and reports shall be submitted in English.

6 SCHEDULE

The services will be delivered in weekly sprints, planned and reviewed with the TeC Team.

Initial Period: 24 November 2025 – 31 December 2025 (approx.

4 sprints).

Option Year 1: 01 January 2026 – 31 December 2026.

Option Year 2: 01 January 2027 – 31 December 2027.

Deliverables shall be reviewed at the end of each sprint and formally accepted via a Delivery Acceptance Sheet (DAS).

7 CONSTRAINTS

All services must be performed on-site at the NCI Academy in Oeiras, Portugal.

Remote work is not permitted.

Only tools and software listed on the NCI Agency’s Approved Software List (A2SL) may be used.

All activities must comply with NATO and NCI Agency security and data protection policies.

Dependencies on development teams may affect schedules and must be coordinated with the TeC Team.

8 PRACTICAL ARRANGEMENTS

Training and Familiarisation: At contract start, the Academy will provide initial training and familiarisation sessions to introduce the Contractor to ALE systems (Moodle, TMS, JIRA, Adaptive Learning Platform, TLZ, and the Academy Catalogue) and to relevant Academy standards and workflows.

Resources Provided: The Academy will provide the necessary workstations, network access, and facilities required for the execution of UI/UX activities.

Tools: The Contractor shall use only tools that are included in the NCI Agency’s Approved Software List (A2SL).

Prototyping activities may be performed with these approved tools, but all deliverables must include integration-ready outputs (e.g., HTML/CSS templates, style sheets, or exportable components).

Direction and Oversight: The Contractor will operate under the direction and guidance of the Head of the Academy Technical Capability (TeC) Team, or their designated representative.

Collaboration: The Contractor shall work in close collaboration with the TeC Team and system owners to ensure alignment between design artefacts and technical feasibility.

Continuity: The Contractor shall ensure continuity of service during staff absences, subject to prior coordination with the Academy.

9 QUALIFICATIONS

[See Requirements]

Requirements

9 QUALIFICATIONS

9.1 Essential Qualifications and Experience:

The Contractor shall provide personnel with the following qualifications and experience:

• Security Clearance: Hold a valid security clearance issued by their National Security Authority, covering the full period of the contract.
• User-Centred Approach: Ability to understand and influence requirements in order to positively impact the user experience.
• UI/UX Design Expertise: Proven knowledge and hands-on experience in UI/UX design for digital products and services.
• Multi-Platform Design: Familiarity with UI/UX design for both web and mobile platforms.
• Moodle Customisation: Proven ability to customise and tailor the Moodle interface by using appropriate programming languages (e.g., HTML, CSS, JavaScript), including dynamic adaptation of content and styling upon image upload.
• JIRA Design and Customisation: Recent hands-on experience in designing and customizing JIRA interfaces, workflows, and dashboards to improve usability and user experience.
• Technical Tools and Technologies: Proficiency with industry-standard design tools and technologies, including:
• Proficiency with Sketch, InVision, Visio
• Proficiency with Adobe Creative Suite (Photoshop, Illustrator, XD)
• Proficiency with HTML, CSS (SCSS)
• Proficiency with iOS and Android design principles
• Proficiency with Design Systems and component-based design
• Implementable Deliverables: Ability to deliver both design artefacts (wireframes, prototypes, mock-ups) and integration-ready outputs (HTML/CSS templates, style sheets, exportable components).
• Collaboration: Strong communication skills in English (written and spoken), with the ability to work effectively in multidisciplinary teams and liaise with developers, system owners, and stakeholders.
• Usability Testing: Experience in conducting user research and usability testing, and in translating findings into design improvements.

9.2 Desirable qualifications and experience

• Experience working with NATO or NCI Agency environments.
• Knowledge and experience with Agile implementation methodology (e.g., sprint-based delivery).
• Ability to advise on visual hierarchy and UX best practices for e-learning interfaces.
• Experience with training platforms (e.g., Training Management Systems, Adaptive Learning platforms).
• Familiarity with cloud-based environments and integration of UI/UX artefacts in enterprise systems.

9.3 Language Proficiency

• Level 3 English language skills according to NATO STANAG 6001: Listening (3); Speaking (2); Reading (3); and Writing (2) or according to Common European Framework of Reference for Language level B2-C1/Upper Intermediate-Advanced level).

Required Skill Profession

Computer Occupations