Vacancy Number: B11/0610. Post Number: OSC BCC Job Title: Assistant (Procurement) NATO Grade: B-5

Transcription

1 Vacancy Number: B11/0610 Post Number: OSC BCC 0020 Job Title: Assistant (Procurement) NATO Grade: B-5 Basic Monthly Salary (12 x per year): 3.809,30, tax free Closing Date: 22 November 2010 GENERAL BACKGROUND: SHAPE, the Supreme Headquarters Allied Powers Europe, is the Headquarters of Allied Command Operations (ACO), one of the two major military commands of the North Atlantic Treaty Organisation (NATO). ACO safeguards an area extending from the northern tip of Norway to the eastern border of Turkey. This equates to nearly two million square kilometres of land, more than three million square kilometres of sea, and a population of about 320 million people. POST DESCRIPTION: Location: Casteau/Mons, 60 Km south of Brussels (Belgium) Directorate: Finance and Acquistion POST CONTEXT SHAPE is the Strategic Headquarters for Allied Command Operations. The Finance & Acquisition Directorate is responsible for supporting the ACO Financial Controller (FC) in execution of his roles as ACO Financial Controller and those of Financial Controller of Supreme Headquarters Allied Powers Europe (SHAPE) and NATO Early Warning (NAEW) Force Command, and as the principal financial management advisor to SACEUR. ACO Acquisition Management Branch is responsible for providing technical supervision and support of purchasing and contracting activities. SHAPE Contract Management Section is responsible for contracting and purchasing functions. The incumbent functions as a NATO Contracting Officer with a limited warrant, providing specialised expertise to the Contract Management Section staff. REPORTS TO Section Head (Contract Management), OSC BCC PRINCIPAL DUTIES The incumbent s duties are: 1. Functions as a NATO P&C Officer with a limited warrant, including the following duties: (a) As a NATO P&C Officer, provides expertise and continuity for all Headquarters contracting activities and other projects as assigned. (b) Formulates and executes acquisition strategy, source selection procedures, and follow-on contract planning and management. (c) Assists in Headquarters credit card program with assistance of assigned buyer(s). (d) For requisitions assigned to his Section, is responsible for the complete procurement process. 1

2 2. He/she: (a) Reviews, edits, and approves the wording of technical specifications to be used in solicitations. (b) Screens requests for deviations from standard procurement procedures, and arranges appropriate approvals as required to support mission requirements. (c) Drafts and approves bidding instructions and contract clauses to be applied to all solicitations. As required, coordinates related matters with the SHAPE Legal Office. (d) Organises/executes formal and international competitive bidding procedures. (e) Evaluates bids and executes award decisions. (f) Guides inputs to the Contract Award Committee (CAC) and facilitates contractor selection decisions. (g) Oversees comprehensive/systematic contract filing system and ensures proper archiving and destruction of P&C procurement files. (h) Directs database management and decides on inclusion, exclusion, deletion, etc. of vendor data included in the Supplier Management Database. Stays abreast of new market trends, e-commerce and technological developments. (i) Chairs bidders conferences, site surveys, inspections, progress review meetings, and other contractual events. (j) Operates an Automated Accounting/Purchasing Application System for the execution and follow-up of requisitions, purchases orders, invoices, receipts, reports, and system maintenance. (k) As a P&C Officer with a limited Warrant, enters into contractual obligations on behalf of SHAPE. As required, justifies his/her actions and decisions up to the NATO Finance Committees (l) Takes measures necessary (e.g. Dunn & Bradstreet evaluations) to ensure the financial viability of vendors/contractors before contracts are awarded. (m) Promotes customer relations and good business practices by educating end-users on efficient procurement methods, tools, procedures. (n) As directed, attends training courses. Assigns workload, monitors performance, as requested. (o) Liaises and coordinates procurement processes with all ACO, HQs Staff members up to Command Group. (p) Approves payment of invoices. Settles contractor disputes/claims in a manner consistent with contractual obligations and in keeping with SHAPE s best (financial and enduser ) interests. Seeks guidance from the ACO Head Of Contracts and the Legal Office as required. (q) Acts as the POC for specific procurement projects, tasks, initiatives, etc., participating in WGs and integrated project teams (IPTs) as tasked. (r) Establishes and operates rear area procurement functions supporting NATO deployed operations. Provides contracting support for NSIP projects when SHAPE is designated as Host Nation. (s) In the capacity of P&C Officer, the incumbent will bear the full authority and responsibilities and discharges his/her duties to enter into contract and liability on behalf of the Headquarters. (t) Develops, implements and maintains, under the guidance of the Section Chief, the SHAPE Quality Assurance Programme to organise on the basis of ISO 9000 a robust and systematic collection of contractual data to enable the evaluation of contractors performance and rating. (u) Educates customers and bidders to promote good procurement practices, best standard of conduct and efficient contracting tools and methods. Legal authority is held: - Exercises a limited contracting warrant up to EFL twice Level B; authorised to negotiate and award contracts on behalf of the organisation. 2

3 - Is authorised to negotiate settlement of contractual disputes. Budget authority is held: None Decision authority is held: None Supervisory duties: None ADDITIONAL DUTIES Performs other related duties as directed or assigned. The incumbent may be required to undertake operation deployments and/or TDY assignments both within and without NATO's boundaries. 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. QUALIFICATIONS A. ESSENTIAL QUALIFICATIONS 1. Professional/Experience (a) Prior contracting/purchasing experience of 3 years at the middle management level. (b) A comprehensive understanding of the entire supply chain. (c) 3 years of professional experience in supplier relationship management. 2. Education/Training Higher Secondary education and completed higher vocational training in procurement, commercial and mercantile law, supply chain management, inventory management, logistics or related discipline leading to a formal technical or professional certification with 3 years post related experience, or a Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience. 3. Languages English SLP 3333 (Listening, Speaking, Reading and Writing) French PLS 2222 (écouter, parler, lecture et écriture) NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English. 4. Standard Automatic Data Processing Knowledge Word Processing : Working Knowledge Spreadsheet : Working Knowledge Graphics Presentation : Working Knowledge Database : Basic Knowledge Clients/Web Browsers : Working Knowledge Web Content Management : Not Required B. DESIRABLE QUALIFICATIONS 1. Professional/Experience (a) Specialisations in Contract Management. (b) Specialisations in Contract Negotiation. (c) Specialisations in Contract Law. (d) Specialisations in Business Knowledge. (e) Five years experience in the acquisition function. (f) Experience in contracting for military or international organisations. 3

4 (g) Knowledge of Host Nation contract law. (h) Experience with use of e-commerce tools. (i) Experience with use of the NATO Automated Financial System (NAFS), Oracle Financials, or other automated accounting systems and purchasing application software. (j) Desirable experience includes additional tours in financial management positions, supply management, or logistics. (k) Demonstrated ability to negotiate, execute competitive bidding procedures, award and administer contracts, and effectively prosecute contractor claims and related disputes. 2. Education/Training (a) Higher Secondary education and completed higher vocational training in finance or commerce or related discipline leading to a formal technical or professional certification with 3 years function related experience, or a Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience. (b) At least 5 years in a business or finance related field, with at least three years experience in an acquisition function. (c) Experienced in evaluating complex, urgent and sensitive requisitions (requirements and costs) for a wide variety of goods, services and engineering works. (d) Experienced in translating complex, urgent and sensitive technical or operational requirements into commercially adequate invitations for bids. (e) Experienced 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. (f) A university degree or certificate in business administration, management, or a related field is desirable, as is formal training in the technical aspects of acquisition and logistics. (g) Course: M-4-30 Resource Management Education Programme (RMEP) Course (NU Rel PfP EU MD) - NATO School Oberammergau (DEU) 3. Language Host Nation Language, FRENCH - Good (3333) C. CIVILIAN POSTS 1. Personal Attributes The incumbent will need to display a high degree of professionalism and technical expertise in performance of his acquisition duties. As the incumbent s decisions and actions are financially and legally binded to SHAPE, he/she must exercise excellent judgement, while acting with persuasion and diplomacy, in order to achieve results which safeguard NATO s financial interests and image. He/she will need to be aware of the legal and economic aspects of every potential transaction. In his/her work, the incumbent must demonstrate a high energy level, personal integrity, and a sense of loyalty to the organisation. He/she must have strong ethics and sound business judgement for working in a P&C Office. 2. Managerial Responsibilities Performs duties as Acting Section Chief as required/tasked. Responsible for the acquisition life cycle management for assigned projects. There are no first line reporting responsibilities. 3. Professional Contacts The incumbent will have numerous internal contacts with Fund Managers (OF3/4) and other members of staff originating requirements. In negotiation of complex contracts, the 4

5 incumbent will deal with senior representatives of commercial firms and external agencies. In the context of compliance with the bidding instructions and contractual provisions, managerial supervision is extended to the Project Managers, Project Officers, Quality Assurance officials, etc, that have been assigned to the project. 4. Contribution to the Objectives The incumbent will negotiate, award and administer internationally funded contracts, with deliverables and payments taking place at SHAPE or at Headquarters throughout the Alliance. It is the incumbent s responsibility to ensure that in peacetime and crisis situations, appropriate goods and services required for SACEUR s missions are obtained in the most economical and timely manner. Failure to achieve this not only impacts on the capability of others to perform their tasks but also results in the lapse of critically needed funds. Displays for SHAPE the image of a recommendable contracting party, through fair negotiations and strict adherence to the contractual provisions. 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 D. REMARKS N/A NOTES: - Serving staff members will be offered a contract according to the NATO Civilian Personnel Regulations (NCPR). Newly recruited staff will be offered an initial contract of one year normally followed by an indefinite duration contract. - Before applying for this position, please read carefully all the information contained in the following webpage 5