Procurement Officer

This requisition will lead to the establishment of a reserve list exclusively for the position of Procurement Officer within NATO IS. Appointments from this list will be made solely based on business needs and the emergence of suitable vacancies. 1. 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) and its civil budget. Within the Procurement Service, the Procurement Officer 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 Headquarter, while ensuring the required quality and standards as well as legal compliance and adherence to NATO’s financial and procurement regulations. 2. QUALIFICATIONS AND EXPERIENCE 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 of 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 expertise in contemporary strategic sourcing processes; • possess the following minimum levels of NATO’s official languages (English/ French): V (“Advanced”) in one; and III (“Intermediate”) in the other. 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; • demonstrated experience in using current sourcing and procurement technologies (e.g. Oracle EBS, e-sourcing, e-procurement, contract management systems, etc.). 3. MAIN ACCOUNTABILITIES Project Management: Develop an enterprise-wide view and strategy of assigned category. 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, monitor benefit realisation and identify Organizational-wide customer service issues. Store, administer and distribute, in a timely-manner, procurement-related information and documents. 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. People Management: Cultivate a motivated environment through guiding, mentoring and supporting assigned staff. Collaboratively resolve conflicts by managing reactions, perceptions and behaviours. Expertise Development: Develop organisational standards and best practices for professional relationships with internal and external customers. Continuously develop professional procurement skills and/or knowledge of procurement law, policies, regulations, practices and NATO policies and procedures. Research and analyse data, identifying market trends and buying habits, in order to maximise efficiencies. Stay abreast of relevant best practices and the use of professional tools and systems. Assess vendors’ financial standing and viability. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS Reporting Line: The Procurement Officer reports to the Senior Procurement Officer (Team Leader). Interactions: The incumbent works closely with colleagues of the Procurement Service, OFC, the Budget Planning and Analysis Section and others 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 5. 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 member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject also to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Régulations. 7. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS Please note that we can only accept applications from nationals of NATO member countries. Applications must be submitted using e-recruitment system, as applicable: • For NATO civilian staff members only: please apply via the internal recruitment portal (link); • For all other applications: www.nato.int/recruitment Before you apply to any position, we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process. Do you have questions on the application process in the system and not sure how to proceed? Click here for a video containing the information you need to successfully submit your application on time. When submitting your application, please ensure that your Taleo Candidate Profile is updated and that your CV is correctly uploaded in the Taleo attachments section. More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm) Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate’s medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities. NATO will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of reference documents without proper quotes (plagiarism), or any tools available on internet, including but not limited to translation facilities, or generative artificial-intelligence (AI) tools. NATO reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such tools will be rejected without further consideration, and NATO reserves the right to take further steps in such cases as appropriate. 8. ADDITIONAL INFORMATION NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. NATO welcomes applications of nationals from all member Nations, and strongly encourages women to apply. NATO is committed to fostering an inclusive and accessible working environment, where all candidates living with disabilities can fully participate in the recruitment and selection process. If you require reasonable accommodation, please inform us during your selection process. Candidates will be required to provide documented medical evidence to support their request for accommodation. Building Integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work. Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with. Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements. The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours. The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements. Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment. For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website. Detailed data is available under the Salary and Benefits tab. NATO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. For more info please click here.