Team Leader, Simplified Procurement Unit

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) civil budget. As the custodian of member Nations’ funds, the OFC provides reliable and value adding financial and procurement services in support of front-line Divisions, enabling them to achieve their objectives. It works to comply with the NATO Financial Regulations (NFRs), International Public Sector Accounting Standards (IPSAS) and other best practices, including the management of enterprise risk.
The OFC is responsible for procurement, financial operations and reporting for: the NATO IS civil and reimbursable budgets (including satellite offices); all NATO-wide pensions funds, and other NATO agencies/bodies located at NATO HQ for which OFC is responsible for providing procurement, budgetary, financial and accounting services: NATO Naval Forces sensors and weapons Accuracy Check Site (FORACS) and the Munitions Safety Information Analysis Centre (MSIAC). OFC is also responsible for providing procurement, cash management, finance and accounting support to a number of extra budgetary funds (including trust funds) and bilateral arrangements,. The NATO-IS budget includes Brussels Headquarters operations as well as NATO Satellite Offices (NASOs).
Standards applicable to NATO in the finance area are the NFRs, the NATO Financial Rules and Procedures, the NATO Accounting Framework, the IPSAS, the NATO Civilian Personnel Regulations (CPRs), and the NATO Code of Conduct. NATO IS uses Committee of Sponsoring Organizations of the Treadway Commission (COSO) as its reference framework for internal control systems.
The Office of Financial Control is organised around five main functions, (1) Control, Accounting and Finance, (2) Treasury, (3) Procurement (4) Missions Unit and (5) Enterprise Resource Planning (ERP) competency centre, with a Front Office overseeing these functions.
The Procurement Service is organised into two Sections; the Simplified Procurement Section and the Sourcing and Contract Management Section. The Simplified Procurement Section is primarily responsible for the management of routine procurement categories (i.e., low-value, low risk). This Section is also responsible for the management of innovative procurement tools such as the purchase-card (p-card) program and serves as the primary point of contact for emergency purchases. In accordance with the rules in force in the Organization, the Team Leader, under the supervision of the Head of Procurement, is responsible for the Simplified Procurement Section. The Team Leader oversees and manages the procurement and contractual aspects related to a wide variety of goods and services required for NATO HQ, while ensuring the required quality and standards as well as legal compliance and adherence to NATO’s financial and procurement regulations. S/he advises requesters and different stakeholders within the IS and other NATO entities on the full range of procurement issues, participating in negotiations with senior supplier representatives, managing all aspects of bid proposals/evaluations/tenders as well as signing procurement orders/contracts up to the authorised limit and in accordance with applicable regulations. The Team Leader works autonomously and has a decision-making authority. S/he keeps abreast of the latest developments in procurement best practice, and creates, implements, and maintains effective purchasing internal controls, ensures workflows are secure and well-optimized while leaving enough flexibility to ensure smooth operations and reactive flexibility in uncertain times.

2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:

• possess at least higher secondary education;
• have at least 6 years of procurement and contracting experience, which must include 2 years of public procurement experience;
• demonstrate experience or relevant training in managing a diverse team;
• be at least Level 2 UNDP/CIPS (United Nations Development Programme/Chartered Institute of Purchasing and Supply) certified or equivalent;
• have experience in the procurement of routine purchase categories and the use of procurement techniques relevant to this type of categories (e.g., p-cards, blanket purchase agreements, etc.)
• have experience in the use of the purchasing modules of standard Enterprise Resource Planning (ERP) systems such as SAP or Oracle e-Business Suite;
• have good knowledge of the best-practices and standards relevant to the procure-to-pay process;
• have strong negotiation and facilitation skills;
• have good written and verbal communication skills;
• demonstrate integrity and act consistently with organisational values;
• have good knowledge of MS Office tools (Outlook, Word, Excel);
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and IV (“Upper-Intermediate”) in the other.

DESIRABLE:
The following would be considered an advantage:

• a university degree, or equivalent qualification, in any of the following domains: commerce, trade, purchasing, supply chain, management, law, business administration or engineering;
• extensive experience with the use of the following modules of Oracle e-business suite: iProcurement, Purchasing, Payables, Procurement Contracts, Sourcing and iSupplier portal;
• Level 3 CIPS certified or higher;
• experience in the provision of procurement shared services;
• familiarity with NATO budgetary procedures and financial regulations.
  

3. MAIN ACCOUNTABILITIES
Expertise Development
Assess responses to tender procedures and advise on the writing of technical evaluation reports. Draft special clauses and negotiate deviations from standard contract terms and conditions. Propose and draft contracts for the procurement of goods, works and services following NATO Financial Regulations, the NATO IS Procurement Manual and other internal instructions. Undertake special assignments and research into cases as required by the Head of Procurement. Assist the Head of Procurement in formulating strategies, designing innovative solutions to resolve issues/conflicts, and contributing to process and control improvements. Foster procurement-awareness of stakeholders. Provide procurement/contracting training and coaching within the Procurement Service and to stakeholders on the procurement processes within the NATO IS.

Knowledge Management
Screen and manage procurement requests; writing, issuing and managing solicitation documents for simplified tender procedures based on technical specifications provided by internal requesters. Write or review commercial evaluation reports and recommendations for award. Prepare budgetary commitments. Monitor, and follow-up on, technical or planning modifications during project execution and amend contracts accordingly. Prepare and/or coordinate reports on various activities of the Procurement Service. Prepare a variety of procurement-related documents, contracts, guidelines, instructions, etc. Support the Head of Procurement in ensuring that all transactions initiated by Simplified Procurement are in line with accounting regulations and relevant internal control procedures.

Information Management
Perform various administrative tasks linked with the procurement cycle, such as writing minutes and drafting letters to suppliers, National Delegations, member/partner countries and internal customers (Divisions and Independent Offices); providing advice on procurement matters to these entities. Monitor adherence to NATO’s terms and conditions by the suppliers, i.e. delivery time and payment terms. Monitor adherence to accounting processes, ensuring the availability of funds prior to issuance of the internal commitment document and the accuracy of purchase requisitions and purchase orders, and contribute to the timely closure of accounting periods. Oversee adherence to contractual arrangements, recommend amendments and extensions of contracts, and advise concerned parties on contractual rights and obligations.

Project Management
Plan, develop and manage all procurement and contractual aspects related to procurement of diverse products and services Assist in formulating strategies and designing innovative solutions. Establish and maintain the work programme and schedule for ongoing and newly planned contracts. Sign contractual documents in accordance with the Organization’s directives on signature policy. Conduct market research to keep abreast of market developments and identify new technologies and products/services, evaluating and recommending potential sources

Stakeholder Management
Enhance communication and information exchange between end user services and suppliers. Attend, as required, preliminary meetings prior to the start of contracts under her/his responsibility. Organise, if necessary, site visits and bidders’ conferences as part of tender procedures and coordinate with the concerned services. Negotiate contractual terms with suppliers.

People Management
Lead the work of the Unit. Review and assign procurement requests and workload between the buyers, in coordination with the Head of Procurement. Cultivate a motivating, inclusive and effective workplace. Provide in-depth mentoring, coaching and training opportunities and be available to offer guidance at critical moments. Promote transparency in decision-making, equal access to opportunities for all staff and an inclusive management culture. Ensure that all staff under her/his responsibility are clear on Organizational, Office and Unit objectives. Provide regular and fair feedback on performance, informally as appropriate and formally, via the HQ Performance Review and Development (PRD) system.
Perform any other related duty as assigned.

4. INTERRELATIONSHIPS
The incumbent reports to the Head of Procurement. S/he will work closely with the other Sections of the Office of Financial Control, Budget Planning and Analysis Section and Divisions/Independent Offices across the NATO IS, as well as other NATO entities, and National Delegations. S/he will interact with external suppliers on a regular basis and regularly review the work of the other team members (buyers under her/his supervision and requesters).
Direct reports: 2
Indirect reports: N/A

5. COMPETENCIES
The incumbent must demonstrate:

• Achievement: Works to meet standards;
• Analytical Thinking: Sees basic relationships;
• Clarity and Accuracy: Checks own work ;
• Conceptual Thinking: Sees patterns based on life/work experience;
• Customer Service Orientation: Takes personal responsibility for correcting problems;
• Empathy: Reads non-verbal cues and understands meanings;
• Impact and Influence: Takes multiple actions to persuade;
• Initiative: Is decisive in a time-sensitive situation;
• Teamwork: Co-operates.

6. CONTRACT

Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of an indefinite duration contract thereafter.

Contract clause applicable:
In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an indefinite duration 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 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.

NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post.
Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates. These circumstances are described in the IS directive on twin-graded posts.

7. RECRUITMENT PROCESS

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.

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.