Job Title : Procurement Officer (+ Reserve List)
Company Name: NATO
Job Details: Procurement Officer (+ Reserve List) | NATO
15-18 minutes
have at least 3 years’ procurement and contracting experience, preferably, in indirect procurement, or public sectors;
About the job
Primary Location
Belgium-Brussels
NATO Body
NATO International Staff (NATO IS)
Schedule
Full-time
Application Deadline
04-Mar-2025, 11:59:00 PM
Salary (Pay Basis)
6,467.30
Grade
NATO Grade G15
SUMMARY
The Office of Financial Control (OFC) is responsible for the management of financial and budgetary control systems for several NATO entities, primarily the NATO International Staff (IS) civil budget. As the custodian of member Nations’ funds, the OFC provides reliable and value adding financial and procurement services in support of front-line Divisions, enabling them to achieve their objectives. It works to comply with the NATO Financial Regulations (NFRs), International Public Sector Accounting Standards (IPSAS) and other best practices, including the management of enterprise risk.
The OFC is responsible for procurement, financial operations, budgeting and reporting for: the NATO IS civil and reimbursable budgets (including satellite offices); all NATO-wide pensions and related funds; bodies and projects located at NATO HQ (NHQ) for which OFC is responsible for providing procurement, budgetary, financial and accounting services. The OFC is also responsible for providing procurement, cash management, finance and accounting support to a number of extra budgetary funds (including trust funds) and bilateral arrangements, including the Tax Reimbursement Agreement with the United States (U.S.). The NATO-IS budget includes Brussels Headquarters operations as well as NATO Satellite Offices (NASOs). The OFC is organized around five functions, with a Front Office overseeing these functions:
Budget Planning and Analysis and Procurement;
Control, Accounting and Finance including Missions (Duty Travels);
Treasury;
Strategic Analysis and Reporting (SAR); and
ERP Competency Centre.
The Procurement Service is responsible for end-to-end sourcing, contracting and spend management across a broad portfolio of services and products, in support of the needs of NATO HQ and NASOs. The Service is organized as 2 teams, each led by a Senior Procurement Officer (Team Leader), with delineated category management responsibility. Each Procurement Officer (Category Manager) is responsible for their assigned spend category, some more complex categories are supported by a team of Procurement Officer and a dedicated Buyer. All Procurement Service staff members are ultimately accountable to the Head of Procurement.
The Procurement Officer, under the supervision of the Senior Procurement Officer (Team Leader) is responsible for overseeing and managing the procurement and contractual aspects related to a portfolio of goods and services required for the maintenance and operation of NATO HQ, while ensuring the required quality and standards as well as legal compliance and adherence to NATO’s financial and procurement regulations. The role of the Procurement Officer is to lead, facilitate and execute the full procurement process from the clarification and definition of the requirements to the contract close-out, in close coordination with the representatives of requesting Divisions, the source selection authority and other relevant stakeholders (e.g., NATO Office of Security and Health & Safety Officer). As the Category Manager for their assigned spend portfolio, they are also responsible for developing an enterprise-wide view and strategy of assigned category by periodically conducting a spend analysis to track changing category spend volumes and characteristics, capturing and developing business requirements to enable best value, and conducting sourcing and contract management processes to ensure the achievement of planned benefits.
The Procurement Officer acts for, or represents, the Head of Procurement and has legal authority to enter into commercial agreements and contracts on behalf of the Organization within the limits specified in their personal delegation and applicable regulations.
For categories with dedicated Buyer support, the Procurement Officer mentors, guides, supports and quality assures work outputs of the respective assigned Buyer. The Procurement Officer retains overall accountability and ownership of respective procurement category.
QUALIFICATIONS AND EXPERIENCE
Essential
The incumbent must:
possess a university degree in any of the following domains: commerce, trade, purchasing, supply, economics, management, law, business administration or engineering or equivalent;
have at least 3 years’ procurement and contracting experience, preferably, in indirect procurement, or public sectors;
have significant experience in supplier and proposal evaluation activities and in organising, managing, and leading supplier and proposal evaluation teams;
have demonstrable problem solving, facilitation, and conflict resolution skills;
possess excellent verbal and written communication skills;
possess excellent analytical and critical thinking skills;
have expertise in contemporary strategic sourcing processes commonly used by best-in-class organisations, particularly in non-manufacturing and public sectors;
have demonstrated experience in using current sourcing and procurement technologies (e.g. e-sourcing, e-procurement, contract management systems, etc.);
have advanced knowledge of MS Office;
have experience in the use of ERP systems such as Oracle E-Business Suite (EBS), SAP, or other;
possess strong negotiation and contract management skills;
possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and III (“Intermediate”) in the other.
DESIRABLE:
The following would be considered an advantage:
a post-graduate degree in purchasing, contracting, or supply management;
Level 4 UNDP/CIPS certification or equivalent or a higher level of qualification granted by a national professional association;
extensive experience or formal training in procurement for government or International Organisations;
experience in the use of Oracle EBS in general and more particularly with the use of Purchasing, Sourcing, and Procurement Contracts applications of Oracle EBS;
experience with the use of MS SharePoint or similar collaboration sites;
experience or professional certifications as a project manager;
familiarity with NATO procurement procedures and regulations.
MAIN ACCOUNTABILITIES
Project Management
Formulate procurement strategies and design innovative solutions. Implement strategies and develop plans to accomplish business operations and objectives. Arrange and assign work to use resources efficiently and effectively. Develop source selection plans, assign organisational resources, and optimise processes to fulfil Organizational goals within relevant constraints and in compliance with regulations. Implement and monitor procurement plans from initiation to conclusion, conduct associated procurement actions and monitor benefit realisation. Establish financial/budgetary and administrative criteria for contract funding and control.
Stakeholder Management
Prepare, manage, and facilitate a wide variety of events and procurement actions with industry and or NATO representatives such as requirements workshops, site-visits, pre-solicitation conferences, bidders’ conferences, solicitations, source selection processes, negotiation sessions, and contract performance evaluation meetings. Work closely with other business functions, Units and/or NATO bodies, to identify and drive best-value opportunities. Develop organisational standards and best practices for professional relationships with internal and external customers. Identify and resolve Organization-wide customer service issues. Model and promote positive customer relationships with internal and external customers.
People Management
Guide, mentor and support as required the assigned staff. Determine direction by influencing groups and direct these groups toward a specific goal or mission. As a skilled conflict resolution practitioner, collaboratively resolve conflicts by managing reactions, perceptions and behaviours.
Expertise Development
Possess and continuously acquire professional procurement skills and/or knowledge of procurement law, policies, regulations, practices and NATO policies and procedures. Acquire knowledge of accounting principles and methods in relation to procurement. Continuously improve knowledge of relevant sources, prices, market factors, cost and production structures, trends, commercial strategies, and product characteristics of commodities/contracts. Stay abreast of relevant best practices and the use of professional tools and systems. Assess vendors’ financial standing and viability. Use a wide variety of price and cost analysis techniques and tools.
Knowledge Management
Research and analyse data, identifying market trends and buying habits, in order to maximise efficiencies. Using available tools, store, administer, and share procurement and contract documentation.
Information Management
Monitor and ensure adherence to established standards. Collect and process procurement-related information.
Perform any other related duty as assigned.
INTERRELATIONSHIPS
The incumbent reports to the Senior Procurement Officer (Team Leader). They work closely with the other members of the Procurement Service and Sections of the Office of Financial Control, the Budget Planning and Analysis Section and Divisions/Independent Offices across the NATO IS, as well as other NATO entities, and National Delegations. The incumbent interacts with external suppliers on a regular basis and regularly reviews the work of the other staff.
Direct reports: N/a
Indirect reports: N/a.
COMPETENCIES
The incumbent must demonstrate:
Achievement: Works to meet standards;
Analytical Thinking: Sees multiple relationships;
Clarity and Accuracy: Checks own work;
Conceptual Thinking: Applies learned concepts;
Customer Service Orientation: Takes personal responsibility for correcting problems;
Empathy: Is open to others’ perspectives;
Impact and Influence: Takes multiple actions to persuade;
Initiative: Is decisive in a time-sensitive situation;
Teamwork: Solicits inputs and encourages others.
6. CONTRACT
Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract.
Contract clause applicable:
In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation’s need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation’s skills profile, and to ensure appropriate international diversity.
The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further period of up to 3 years. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of contract.
If the successful applicant is seconded from the national administration of one of NATO’s |
Country: Belgium