Senior Buyer
JOB DETAIL
Are you a specialist in the spectrum of purchasing and contracting activities? If so, this position offers you a unique opportunity to support the NATO CIS Group mission at SHAPE.
General Background:
The NATO CIS Group conducts CIS operational planning and provides deployed/deployable CIS services and support in support of NATO military operations and exercises. The NATO CIS Group is located at the Supreme Headquarters Allied Powers Europe (SHAPE) the Headquarters of Allied Command Operations (ACO), one of the two major military commands of the North Atlantic Treaty Organisation (NATO).
POST DESCRIPTION:
Location: Casteau/Mons, 60 Km south of Brussels (Belgium)
Division: J8
Post Context
The J8 Division is responsible for supporting the ACO/NCISG Financial Controller, for serving as the principal financial advisor of the NCISG Command Group and for ensuring proper budgetary, finance and accounting and acquisition functions in compliance with the NFRs/FRPs throughout the entire NCISG and its subordinated entities.
The Purchasing & Contracting Section is responsible for the full spectrum of the purchasing and contracting activities in support of the NCISG HQ and its subordinated entities as well as in support of Missions, Exercises and other operational level tasks.
The Buyer supports the activities of the NCISG Procurement and Contracting Office in complex purchase and contracting activities in general and in NATO 2030 related requirements in particular.
Principal Duties
The incumbent’s duties are:
1) Manages the full spectrum of purchasing and contracting activities and other projects as assigned by Office Head.
2) Support the formulation and execution of acquisition plans, source selection procedures, and follow-on contract planning and management in coordination and with approval of Office Head.
3) Reviews, coordinates and edits the wording of technical specifications to be used in solicitations.
4) Supports drafting and coordinates the requests for deviations from standard procurement procedures.
5) Drafts and coordinates the bidding instructions and contract clauses to be applied to solicitations.
6) Supports the organisation and execution of formal, complex and international competitive bidding procedures in accordance with the applicable policies and procedures.
7) Evaluates bids and supports the award decision process.
8) Supports the works of the Contract Award Committee (CAC).
9) Supports the comprehensive/systematic contract filing system and ensures proper archiving and destruction of P&C procurement files.
10) Provides liaison on contracts and purchases in support of NATO CIS Group centralized Communications and Information Systems (CIS) programmes.
11) Sends requests /letters to outside agencies and companies for invitations to tender (Invitation for Bids (IFB)), in that amount via the automated bidding tools, others.
12) Manages the suppliers database, coordinates on inclusion, exclusion, deletion, etc. of vendor data in the Supplier Management Database.
13) Stays abreast of new market trends, e-commerce and technological developments.
14) Supports bidders’ conferences, site surveys, inspections, progress review meetings, and other contractual events as requested.
15) Operates an Automated Accounting/Purchasing Application System for the execution and follow-up of requisitions, purchases orders, invoices, receipts, reports, and system maintenance.
16) Within the authorized Warrant, enters into contractual obligations on behalf of NATO.
17) Manages contractual arrangements resulting from Host Nations Garrison Support Agreements.
18) Manages contractual arrangements resulting from the formal Agreements with NATO Agencies, Schools, other bodies
19) Provides P&C related training to the NCISG staff.
20) Supports the identification and management of P&C related risks.
21) Maintains the databases of P&C related documents with the use of the automated tools.
22) Assigns workload, monitors performance, and supervises performance of Buyers as directed by Office Head.
23) Liaises and coordinates procurement processes within whole NATO CIS Group.
24) Supports the settlement of disputes/claims with contractors.
25) Acts as the POC for specific procurement projects, tasks, initiatives, etc., participating in Working Groups and integrated project teams (IPTs) as tasked by Office Head.
Special Requirements and Additional Duties
The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract
The incumbent may be required to undertake TDY assignments.
The work is normally performed in a Normal NATO office working environment / Secure office environment with artificial light and air (e.g. Bunker).
Normal Working Conditions apply.
The risk of injury is categorised as: No Risk
Essential Qualifications
a. Professional/Experience
1) Minimum 6 years recent professional acquisition experience.
2) Minimum 3 years as a member of the acquisition team/office of an international organization with involvement in the preparation, bidding, negotiation, award and management of contracts associated with extensive knowledge of international contract and business law.
3) Must have recent thorough contracting experience and an understanding of management oversight of contracts.
b. Education/Training
Higher Secondary education and intermediate vocational training in supply chain management, commercial and mercantile law, logistics, inventory management, procurement or related discipline which might lead to a formal qualification with 3 years experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 4 years post related experience.
c. Language
English – SLP 3333 (Listening, Speaking, Reading and Writing).
Desirable Qualifications
a. Professional Experience
1) A minimum of six years recent experience in the procurement/contracting field with experience and demonstrated ability in executing the full cycle of procurement specifically having held a warrant or equivalent authority to sign contracts.
2) Experience in contracting for military or international organizations, as a warranted Buyer/Senior Buyer/Contracting Officer.
3) Formal training or experience in automated financial management systems, purchasing application software and as well as the Enterprise Resource Programme (ERP) such as Oracle/SAP, for example, system set-up, assignment of workload, procedures, electronic document approval and generation of electronic reports (Business Intelligence) is highly desirable.
4) Experience in NATO organisations and/or knowledge of NATO procurement directives or other international organisations.
5) Experience with use of e-commerce tools.
b. Education/Training
1) Online NATO specific P&C related courses.
2) Oracle /SAP/other ERP platforms, Procurement related modules trainings and certifications;
3) Logistics/Supply Support/NDSS automated systems trainings and certifications;
4) Online bidding tools/eprocurement/procurware tools trainings and certifications
5) Entry level network certification (CISCO CCST – Certified Support Technician Networking) or higher.
6) NATO-ACO Contingency Contracting Course
Attributes/Competencies
1) Personal Attributes: Possess good moral character, strong ethics and sound business judgment appropriate for working in an international P&C Office. Meet all other standards (in accordance with promulgated directives) for appointment as Buyer with a warrant.
2) Professional Contacts: Represents NCISG to both within NATO Command Structure, Agencies and commercial world. Negotiates terms and conditions of orders and contracts.
3) Contribution to Objectives: The work involves the analysis and research of a complete task with recommendations affecting the plans and management of the organisational element.
Contract
The successful candidate will fill this post as a Project Related NATO International Civilian (PLN) with a three-year definite duration contract. On expiry of this term the PLN will be deleted or absorbed into the ceiling pending approval or will exceptionally be considered for extension.
The salary will be the basic entry-level monthly salary defined by the NATO Grade of the post, which may be augmented by allowances based on the selected staff member’s eligibility, and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.
Applicants who prove to be competent for the post but who are not successful in this competition may be offered an appointment in another post of a similar nature, which might become vacant in the near future, albeit at the same or lower grade, provided they meet the necessary requirements.
ADDITIONAL INFORMATION
Applications are to be submitted using NATO Talent Acquisition Platform (NTAP)(https://nato.taleo.net/careersection/2/jobsearch.ftl?lang-en) Applications submitted by other means (e.g. mail, e-mail, fax, etc) are not accepted.
More information to be found on these links:
NTAP allows adding attachments. A copy of the qualification/certificate covering the highest level of education required by the job description must be provided as an attachment.
Essential information must be included in the application form. Particular attention should be given to Education and Experience section of the application form. The application should be in English.
Shortlisted candidates will be requested to provide original documentary evidence and a set of copies supporting statements in their applications.
After submitting your application, you will receive an acknowledgement of receipt of your application.
Remarks:
A) Only nationals from the 31 NATO member states can apply for vacancies at SHAPE.
B) Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement please make sure the submission process is completed, or, re-submit the application.
C) Candidates’ individual telephone, e-mail or telefax enquiries cannot be dealt with. All candidates will receive an answer indicating the outcome of their application.
