Assistant (Purchasing and Contracting)

In a world full of uncertainties, NATO acts as a main pillar to maintain peace and stability. You are an experienced financial expert specialized in purchasing and contracting, why not joining our team? We offer not only a job with significant material benefits, but a meaningful mission. 1.POST CONTEXT AND RESPONSIBILITIES The NATO Science & Technology Organization (STO) is a NATO subsidiary body to the North Atlantic Council (NAC), and is governed by the NATO Science and Technology Board (STB). The STB reports to the NAC through the Military Committee (MC) and the Conference of National Armaments Directors (CNAD). The mission of the STO is to help position the Nations and NATO Bodies’ S&T investments as a strategic enabler of the knowledge and technical advantage supporting the defence and security posture of Allies and partner Nations. As described in the STO Charter, the STO Collaboration Support Office (CSO) is one of the three Executive Bodies of the STO. Within the framework of the STO Collaborative business model, the CSO provides executive and administrative support to the S&T activities conducted through the eight STO Scientific and Technical Committees (STCs).The CSO facilitates the world’s largest and most vibrant scientific network for defence and security. More than 5 000 scientists and engineers from NATO and Partner Nations are engaged in approximately 460 carefully selected S&T Activities in the Collaborative Programme of Work (CPoW). Together, they work to solve real-world problems that Nations face today, and to better prepare their Armed Forces to meet future challenges. In its areas of expertise, the CSO provides assistance and support to the NATO Science and Technology Board (STB), its Chair, the Chief Scientist, and his/her office. The CSO Budget & Finance Branch is responsible for all budgetary, fiscal, procurement and disbursing activities of the CSO within authorized and delegated budgets. The Science & Technology Organization (STO) Collaboration Support Office (CSO) is looking for an assistant who will be responsible for General Purchasing and Contracting. The incumbent shall be capable to operate the entire procurement workflow with limited supervision. Functions include: CSO is currently and for the coming years facing a very exciting yet challenging period with the implementation of a new ambition decided by NATO Nations and reflected in a 2030 vision and strategy. The incumbent will be embedded in a very dynamic multi-national team of financial and operational experts. He/she is responsible for General Purchasing and Contracting; in particular: ·Reviewing and processing commitments requests from fund managers, assessing their propriety within the budget and fiscal rules which cover the whole range of procurements, service and staff costs; ·Assisting the Staff Officer in the control he/she exercises on P&C requisitions to verify the compliance with NFRs and the STO Financial Procedures; ·Reviewing, editing, and recommending wording of technical specifications to be used in solicitations to ensure it is understandable from a commercial perspective; ·Screening firms as potential bidders, creating inputs and maintaining supplier data in the Supplier Management Database. Staying abreast, on own initiative, of new market trends, e-commerce and technology developments; ·Supporting customer requests for deviation, if in the best interest of the CSO, from normal method of procurement by participating in basic market research; ·For simplified procurement soliciting offers in accordance with established thresholds; ·Suggesting and drafting bidding instructions and contract clauses to be applied to all solicitations including Invitation for International bids; ·Supporting the conduct of international and formal competitive bidding procedures; ·Assisting the Contracting Officer in organizing bidders’ conferences, site surveys, inspections, progress review meetings, and other contractual events; ·Supporting the evaluations of bids and contract award recommendations; ·Investigating the financial viability of vendors/contractors before contracts are awarded when considered necessary; ·Providing administrative support to the Contracting Officer’s input to the Contract Award Committee; ·Assisting of the Staff Officer (Fiscal, Accounting / P&C Officer) in disputes resolution and proposals for settlement; ·Administering the contract files including into archive and eventual destruction; ·Participating in the education of customers and bidders to promote good procurement practices, best standard of conduct and efficient contracting tools and methods. ·Receiving and examining all invoices concerning the delivery, prices, calculation, discounts and contract; clarify discrepancies with respective CSO Requestor / Fund Managers upon their inspection of goods received and services rendered, tracks them in the database. ·Liaise with CSO PAL Branch when procurement related matters bear issues relevant to privileges and immunities granted by the Host Nation. The incumbent is expected to be eager and flexible to adapt and learn as the CSO and the Finance team go through the challenges of digital and organizational transformation. He/she is not afraid of embracing data-driven technology, digital innovation and AI-powered financial tools for predictive analytics and process automation to enhance efficiency and enable financial insights. He/she is motivated and willing to go beyond the expected and to be challenged by the unknown as the CSO Finance Team explores and defines new ways of working and pro-actively contributes to the achievements of these goals. 2.REPORTING LINES This position reports to the Staff Officer (Fiscal, Accounting / P&C Officer). The post holder will be required to execute functions of other Assistants in BudFin as directed by the Branch Head in their absence. 3.QUALIFICATIONS ESSENTIAL The incumbent must demonstrate: **Professional /Experience** ·At least 5 years professional experience in a business or finance related field, with extensive experience of at least 2 years in purchase and contracting procedures. ·Good knowledge of procurement regulations and extensive experience in administrative procurement procedures. ·Ability to conduct purchase and price negotiations. ·Demonstrated ability to work independently. **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. ·Training in accounting & contracting practices and procedures, and in the use of Oracle/SAP Financial software or equivalent. **Language** Very good knowledge of French (SLP 3333), good working knowledge of the English (SLP 3232).Most of the work is conducted in French. DESIRABLE The following would be considered an advantage: Professional /Experience ·Previous purchasing & contracting experience in international settings. ·Experienced user of financial software applications, in particular NATO FinS. ·An established relationship with agencies and NATO bodies involved in procurement. ·Previous experience in an Assistant position in an international environment, preferably in Finance & Contracting. ·Accounting knowledge and experience. Education/Training ·Higher diploma from an accredited establishment in accounting and/or contracting. ·NATO-ACO Contingency Contracting Course (FIN-FI-31823) provided by NATO - School Oberammergau (NSO) ·E-commerce tools ·Tact and to steadiness to discuss / negotiate with potential providers / suppliers. Language ·Very good knowledge of both NATO official languages.