Exercise the functions associated with being a Buyer in support of the procurement process throughout the entire procurement workflow for goods, services and/or engineering works by but not limited to the following:

ØReview, edit, and recommend wording of technical specifications to be used in solicitations to ensure it is understandable from a commercial perspective.

ØScreen firms as potential bidders, create inputs and maintain supplier data in the Supplier Management Database. Stay abreast of new market trends, e-commerce and technology developments. Support customer requests for deviation, if in the best interest of the Headquarters, from normal method of procurement by participating in basic market research.

ØFor simplified procurement solicit offers in accordance with established thresholds.

ØSuggest and draft bidding instructions and contract clauses to be applied to all solicitations including Invitation for International Bids.

ØSupport the conduct of international and formal competitive bidding procedures.

ØAssist the Contracting Officer in organizing bidders’ conferences, site surveys, inspections, progress review meetings, and other contractual events.

ØSupport the evaluations of bids and contract award recommendations.

ØInvestigate the financial viability of vendors/contractors before contracts are awarded (e.g., Dun & Bradstreet evaluations) when considered necessary.

ØProvide administrative support to the Contracting Officer’s input to the Contract Award Committee.

ØAssist of the Contracting Officer in disputes resolution and proposals for settlements.

ØAdminister the contract files including into archive and eventual destruction; and

ØParticipate in the education of customers and bidders to promote good procurement practices, best standard of conduct and efficient contracting tools and methods.

Special requirements and 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.

ØThe 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 

ØPrepares invitation for bids and purchase orders on behalf of the NCISG as directed by the NCISG P&C Office Head. 

ØFor requisitions assigned to him/her within limited warrant authority, is responsible for the complete procurement process (from cradle to grave). 

ØFormulates and executes acquisition strategy through source selection procedures in obtaining minimum competitive quotes in accordance with NATO Financial Regulations and procurement directives and policies. Drafts bidding instructions and routine contract clauses to be applied to solicitations and submits them to the approval of the Contracting Officer. As directed by the later coordinates related matters with the NCISG Legal Office, NCISG HQ Divisions, 1NSBs Branches, M&S Coys and DCMs Sections. 

ØEvaluates bids and executes award decisions within the limited warrant authority 

ØCreates standard purchase orders and supplementary paperwork for goods and services (including but not limited to Statement of Works, Statement of Requirements) 

ØProvides expertise and continuity for NCISG Purchase and Contracting activities and other projects as assigned and acquisition planning and management. 

ØScreens requests for deviation from standard procurement procedures and undertakes appropriate actions to get the necessary approvals to support the requirements. 

ØResponsible for control of standard purchase orders and both service and supply type contract purchase agreements. 

ØServes in the function as assigned in the Purchase Card Programme. 

ØPromotes customer relations and good business practices by education end-user on efficient procurement methods, tools, procedures. 

ØOversees comprehensive/systematic contract filling system and ensures proper archiving and destruction of contract documents/files. 

ØProvides assistance to database management and proposes (or processes when authorized) inclusions, exclusions, deletions, etc. of vendor data included in the Supplier Database. 

ØOperates an Automated Accounting/Purchasing Application System for the execution and follow up of requisitions, purchase orders, invoices, receipts, reports. 

ØAssists the Contracting Officers in settling possible disputes/claims with contractors in a manner consistent with contractual obligations. 

ØLiaises and coordinates procurement processes within all NSB HQ and its organizational elements staff members as well as NCISG HQ and other NSBs if requested. 

ØSubmits observations in his/her area of expertise and contributes to the Lessons Learned process. 

ØUnder Senior Contracting Officer supervision authorized to negotiate contracts subject to approval. 

ØAuthorized to execute small purchases within delegated authority, authorized to place call order and delivery orders. 

The successful candidate has the following qualifications / experience:

·English – good – NATO Standard Language Proficiency 3322.

(Listening, Speaking, Reading and Writing) in accordance with NATO standard agreement (STANAG) 6001 - NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English.

·Secondary education AND completed vocational training in supply chain management, commercial and mercantile law, logistics, inventory management, procurement or related discipline / subject.

·Minimum 2 years professional contracting experience.

·Minimum 2 years professional experience in the field of supplier relationship management.