NATO UNCLASSIFIED. Vacancy Number: PE Post Number: OAC BCX Job Title: Staff Officer (Contracting)

Transcription

1 Vacancy Number: 0115 PE Post Number: OAC BCX 0020 Job Title: Staff Officer (Contracting) Division/Location: A8 Division, HQ AIRCOM, Ramstein, Germany NATO Grade: A-2 Closing date: 8 January 2016 Basic Monthly Salary 5, Tax-Free. Salary, allowances and employment conditions will be in accordance with NATO Civilian Personnel Regulations and are subject to review. Contract: Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations. Newly recruited staff will be offered a definite duration contract of three years, which will be followed by an indefinite duration contract, subject to satisfactory performance. The candidature of NATO redundant staff will be considered in accordance with Article 57.2 to NATO Civilian Personnel Regulations. The post is to be filled as soon as possible. You are required to complete an application form and post requirements form to apply for this position. For full details on how to apply, please refer to the relevant section in PART II - PE DETAILS A. POST CONTEXT HQ Air Command is responsible to the Supreme Allied Commander Europe (SACEUR) for delivering Air Power for the Alliance through the planning and direction of the air component of Alliance operations and missions, execution of Alliance air and space operations and missions, including the standing air defence missions, missile defence, nuclear operations, space and cyber defence and command and control of an air-heavy Smaller Joint Operation, as well as enabling supporting functions. The A8 Division supports the Financial Controller (FINCON) in execution of his roles as Financial Controller. The Purchasing and Contracting Branch is responsible to the FINCON for Air Command wide contracting and purchasing functions to provide required supplies and services funded through NATO s international budgets and Air Command HQ s Non-Appropriated funded activities. Within the Branch the incumbent serves as the Contracting Officer being responsible for the purchasing and contracting support to the AIRCOM and the subordinate units. B. REPORTS TO Chief Purchasing and Contracting, OAC BCX 0010 C. PRINCIPAL DUTIES The incumbent s duties are: Performs as the Contracting Officer supporting operational and deployed requirements. Holds AIRCOM-wide Contracting Officer authority.

2 Is responsible for the procurement of administrative, cleaning and operational supplies, spare parts, office furniture, transportation and workshop equipment, rental of vehicles, copiers, etc. Contracts and monitors the quantity and quality of contractual services, including contractual maintenance and repair services on buildings, transportation and workshop equipment. Promotes ACO consolidated/combined procurement programmes. Maintains AIRCOM-wide coordination as well as with all HQ Branches and contract sources. Monitors and coordinates branch activities including the day-to-day business/management of workload. Monitors the AIRCOM-wide preparation of invitations for bid requiring some technical knowledge in common fields. Contributes in developing technical specifications and contracts for procurement actions, and coordinates bidding activities. Places contracts on behalf of HQ AIRCOM and prepares cost-estimates for the annual budget and financial forecast submissions. Coordinates construction, modification and maintenance projects with civilian firms and military and governmental construction agencies. Conducts market surveys and inspects qualify before procurement. Participates in operational planning, develops contracting annexes to operational plans, and provides direct support to multinational logistics activities. Creates and updates procedures, policies and acquisition strategies in accordance with procurement directives, ensuring timely and satisfactory service to HQ AIRCOM. Devises improvement and cost saving methods for procurement and personnel utilisation. May assume tasks on behalf of the FINCON/ACOS A8. Is the Credit Card and Purchase Card Coordinator for HQ AIRCOM. Coordinates with the legal office on all assessments and interpretation of laws pertaining to contractual activities and negotiates settlement of disputes. Undertakes work as part of a project team or working group as directed or assigned. Legal authority is held: Exercises a unlimited contracting warrant; authorised to negotiate and award contracts on behalf of the organisation. Authorised to negotiate settlement of contractual disputes. Contract approval authority is unlimited. Authority to commit NATO by signing contracts and purchase orders up to EFL level A. Budget authority is held: None Decision authority is held: Authorised to make decisions within assigned functional area. Such decisions should be also coordinated within the HQ and with the same functional area in lateral, subordinate and superior HQs. Such decisions will affect the commitment of the command within NATO to a course of action. Authority to take and intervene to adjust the day-to-day work priorities of the assigned functional area staff. Supervisory duties: Directs and supervises the work priorities and provides guidance on the HQ AIRCOM-wide purchasing and contracting activities. Dependent on requirements, may be required to direct and supervise the work priorities of an ad hoc or permanent team within the functional area. There are first line reporting responsibilities for the following numbers of staff: 1 x B-5, 1 x B-4. The incumbent deputises for Chief Purchasing and Contracting (OAC BCX 0010). D. ADDITIONAL DUTIES The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries. Such operational deployment may exceed 30 days duration up to 183 days in any period of 547 days, and may be on short notice. For NATO International Civilian Staff, acceptance of an employment contract linked to this post constitutes agreement to deploy in excess of 30 days if required.

3 Notice to Move: 30 days 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 work is normally performed in a typical Office environment. Normal Working Conditions apply. The risk of injury is categorised as: No Risk / risk might increase when deployed. PART III QUALIFICATIONS A. ESSENTIAL QUALIFICATIONS 1. Professional/Experience Extensive knowledge of procurement procedures and of Host Nation/international contract and business law. 2. Education/Training University Degree in accounting, commercial and mercantile law, economics, inventory management, business administration, public administration, finance, logistics, procurement, supply chain management or related discipline and 2 years function related experience, or a Higher Secondary education and completed higher vocational training in that discipline leading to a professional qualification or professional accreditation with 4 years post related experience. 3. Security Clearance NATO SECRET 4. Language English SLP 4343 (Listening, Speaking, Reading and Writing) The HQ's host nation language is required. NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English. 5. Standard Automatic Data Processing Knowledge Word Processing: Working Knowledge Spreadsheet: Working Knowledge Graphics Presentation: Working Knowledge Database: Working Knowledge Clients/Web Browsers: Working Knowledge Web Content Management: Not Required B. DESIRABLE QUALIFICATIONS 1. Professional/Experience Specialisations: An Advanced University degree or post graduate diploma in management information systems, accounting, economics, finance, business administration, management, or related field. Professional accounting certification. Professional Purchasing and/or Contracting certification. Member of a recognised professional body or institution. Specific Experience: Formal training or experience in automated financial management systems, purchasing application software, as well as the set-up, procedures and reporting of ORACLE Financials. Experience in contracting for military or international organisations. Experience in contingency contracting. Experience in NATO organisations and/or knowledge of NATO procurement directives.

4 Experience with use of e-commerce tools. Experience with use of automated accounting systems and purchasing application software. Experience in processing complex, urgent and sensitive requisitions (requirements and costs) for a wide variety of goods, services and engineering works coupled with demonstrated ability to negotiate, execute competitive bidding procedures, award and administer contracts, and effectively prosecute contractor claims and related disputes. Experience in translating complex, urgent and sensitive technical or operational requirements into commercially adequate invitations for bids. Experience in executing the full cycle of procurement activities, i.e. from conducting market surveys, devising acquisition strategies, issuing solicitations, and evaluating proposals to awarding, administering and closing out contracts. 2. Education/Training Minimum of 5 years experience in the business or finance field, including at least 3 years experience in the procurement/contracting function as well as a minimum of one year experience in a management role with responsibility for allocation of resources. 3. Language English - SLP 4444 German - SLP 4444 French - SLP 2222 C. CIVILIAN POSTS 1. Personal Attributes Ensures all procurements are made as the result of fair, competitive bidding and employs good business practice. Must be a self-starter, mature, an experienced leader who is able to anticipate problems that are either without precedent or outside directives. Creative thinking and sound judgement are required. Demonstrates initiative, leadership and the ability to prioritise his/her own workload and the workload of the branch in order to meet the objectives. Should possess courtesy, tact, diplomacy, flexibility, mental alertness, good negotiating skills and service-mindedness in dealing with customers, contractors and government agencies. Will generally work unsupervised, with some guidance available from superiors and from written NATO instructions. Desirable attributes are the capacity to work well under pressure as well as a good, retentive memory. Must possess the character, ethics and sound business judgement appropriate for working in a Purchasing and Contracting Office and be eligible to be appointed a Contracting Officer, with an unlimited warrant, in accordance with higher HQ Directives. 2. Managerial Responsibilities Supervises 2 personnel. Deputises for the Chief Purchasing and Contracting in his/her absence, then functional supervisor of 1 x B-5 in CAOC Uedem, 1 x B-5 in CAOC Torrejon, 1 x B-5 in DACCC Poggio Renatico. Monitors and supervises the performance of Ordering Officers, delegated procurement authority by him/her under certain Contract Purchase Agreements. Originates and creates new procedures in order to facilitate and streamline the day-to-day administration requirements within the Purchasing and Contracting Branch. Acts infrequently as FINCON/ACOS A8 in his/her absence. 3. Professional Contacts Liaises with subordinate, supervisory and key officials of HQ AIRCOM and its subordinate agencies/units, up to and including the general officer level.

5 Executes duties and functions requiring frequent internal and external high-level contacts including coordination and negotiations with senior civilian and military host nation authorities. Contacts NATO bodies, external military and civilian authorities, requires sensitivity, tact and persuasion. Manages procurement actions between contractors and users/requesters. 4. Contribution to the Objectives The Contracting Officer is responsible for contracts and procurement actions taken by HQ AIRCOM including CAOC Uedem, CAOC Torrejon and DACCC Poggio Renatico. The successful accomplishment of the contractual support is considered a vital contribution to the successful achievement of objectives, credibility and the smooth daily operations of the Headquarters and subordinate activities. The incumbent ensures that the highest quality of service is provided to the customers. It is the incumbent s responsibility that funds are spent in the most effective way and therefore in the best interest of HQ AIRCOM and in accordance with the respective Directives. Provides approval of contracts leading to legal liabilities against the Headquarters and NATO. Educates and supervises buyers and ordering officers in the proper use of contractual and financial rules. Contributes to mission objectives by establishing and improving the procurement procedures. The Purchasing and Contracting Branch provides as well direct support to various peacetime and deployed Headquarters activities, Exercises and PWP activities conducted as well out of country. The professionalism of the incumbent has a substantial impact on the overall operational and maintenance costs of HQ AIRCOM and subordinate units. Failure to fully achieve success in all aspects of this effort would have a negative effect on the achievement of the Commander s plans, policies and objectives in all functional elements of the Headquarters. 5. Work Environment The work is normally performed in a typical Office environment. Normal Working Conditions apply. The risk of injury is categorised as: No risk / risk might increase when deployed