Job Description
Post Context ACT contributes to preserving the peace, security and territorial integrity of Alliance member states by leading, at Strategic Command level, Warfare Development required to enhance NATO's posture, military structures, forces, capabilities and doctrines.
The Command Group provides general support, coordination, management, administrative service and specialist advice to SACT, DSACT and COS.
Chief of Staff (COS) is responsible to SACT and DSACT for the staff activity necessary to execute ACT's mission. It is the focal point for the implementation of the Commander's direction and guidance as well as the initiation and co-ordination of all ACT staff efforts.
The Staff Advisory Group (SAG) is comprised of different competencies grouped into several offices (Political Advisor, Legal Advisor, Gender Advisor, Financial Controller, Command Auditor, Communication Branch and Pentagon Liaison). It works under the direction and guidance of COS and provides general staff support, coordination, management, administrative service, and specialists' advice to SACT.
As part of the Staff Advisory Group, the Office of Budget and Finance (BUDFIN) is the executive agent for ACT in all matters of budget and finance policy and execution. Responsibility includes all matters pertaining to Budget and Finance at HQ SACT, JALLC, JWC, JFTC and subordinate SACT elements (STRE and SEE).
The Staff Assistant (Contracting/Technical Writer) will work with Contracting Officers, Project Officers', Contracting Officer Technical Representatives (COTRs'), Resource Managers and Fund Managers to integrate proper Request for Proposal (RFP) and contract-specific information within each Statement of Work (SOW). The work of the Staff Assistant (Contracting/Technical Writer) directly contributes to the successful delivery of the Command's transformational mission in relation to military structure, forces, capabilities and doctrine.
Principal Duties - Work with Contracting Officers to integrate proper Request for Proposal (RFP) and contract-specific information within each Statement of Work (SOW). This information shall include, but not be limited to Standard Support Agreements, Honorariums, invoicing, warranties, travel, disputes, indemnities, delays, penalties, and shipping/delivery.
- Cross-functional engagement with Contracting Officers', HQ SACT Project Officers', Contracting Officer Technical Representatives (COTRs'), Technical Staff, Resource Managers and Fund Managers to ensure that HQ SACT technical documents are clear, unambiguous, mitigate performance risk and adequately capture HQ SACT technical requirements.
- Assist with any contract and acquisition-related work, as directed by the designated Contracting Officer to include but not limited to the following:
- Review complex requirements packages for adequacy and compliance with administrative, regulatory, and procedural requirements
- Procure complex and/or diversified services, commodities, and/or construction
- Execute post-award contract performance management actions on assigned contracts
- Serve as business advisor to a wide range of customers, participate in special projects/initiatives and performs special assignments
- Assist Contracting Officers in processing contractor responses to RFPs including, but not limited to: help answer contractor questions, recording contractor proposals, and route contractor responses to technical, financial, and award review teams, as directed.
- Initiate and administer effective Contract Close out, engaging with suppliers, Contracting Officers and Project Staff as necessary.
- Provides assistance in filing supporting financial documentation and verifying accuracy. Ensure that completed and approved SOWs/RFPs are placed on designated web sites in a timely manner for contractor access.
- Work with Contracting Officers to notify suppliers of award results and supporting pots-award supplier de-briefs.
- Provides assistance in creating receipt transactions and entering them into the CNAFS Accounting System.
- Verifies/ensures receipt information matches with Purchase Orders. Identifies discrepancies to the designated Contracting Officer.
- Assist with Contracting Officer Technical Representative (COTR) Training as directed.
- Research and recommend appropriate action or interpretation of issues.
Essential Qualifications - Higher Secondary education and completed higher vocational training in supply chain management, commercial and mercantile law, logistics, inventory management, procurement or related discipline leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience
- Minimum of five years' experience as a Contracting Officer/Contracting Assistant, Purchasing Agent, or Technical Writer interpreting and applying statutes, regulations, policies, and procedures applicable to Government contracts.
- Minimum of five years' experience as a Contracting Officer/Contracting Assistant, Purchasing Agent or Technical Writer in supporting the development of contracts, Statement of Work and Technical Specifications.
- Demonstrable experience supporting negotiations with international suppliers or organizations.
- Minimum of five years' experience working with defence-related contracting e.g. National Government; Ministry of Defense, NATO or Industry.
- Demonstrable knowledge of Federal Acquisition Regulations (FAR), DoD, National and/or NATO regulations related to contracting.
- Minimum of five years' experience as a Contracting Officer /Contracting Assistant, Purchasing Agent or Technical Writer in administering in-place contracts.
- Demonstrable experience in contract-related cost, price analysis and requirements development.
- Demonstrable experience with commercial business practices to adapt to Government contracting.
- Demonstrable experience using an Oracle Based accounting system such as CNAFS (Centralized NATO Automated Financial System).
- Served as a Warranted Contracting Officer with authority to award or administer in excess of Level B (20,000 euros) or national equivalent.
- Demonstrable ability to work on several tasks at a time and reprioritize work to meet urgent requirements.
- Ability to work harmoniously and tactfully in a multi-national, multi-cultural environment.
- Minimum of a bachelor's degree in business related discipline or 5 years practical contracting experience.
- Working knowledge of word processing, graphics presentation, spreadsheet, and database software applications
Language English - SLP 3322 - (Listening, Speaking, Reading and Writing)
Desirable Qualifications / Experience - Experience and knowledge of NATO Financial Regulations.
- Knowledge of NATO procurement directives.
- Knowledge of Host Nation contract law.
- Previous experience working on international procurements
Attributes/Competencies Personal Attributes:
- Personal qualities of sound business judgement, good character, ethics, tact, and adaptability for working in a Purchasing and Contracting Office.
- M ust possess a sense of diplomacy and propriety in order to work harmoniously with military and civilian staff of various NATO nations as well as staff of scientific and industrial organizations. Ability to resolve conflicts in a conciliatory manner. Incumbent must be in good health willing to work flexible hours as required and willing to travel occasionally.
Professional Contacts:
- Must have the ability to effectively coordinate with other agencies, suppliers and industries. Must be capable of supporting Contracting Officers and Project Staff at HQ SACT at senior level meetings.
Contribution To Objectives:
- This post is highly visible particularly as the incumbent will be engaging with industry representatives, academia, other NATO entities on contract related-matters. Further, the incumbent will be solely responsible for contracts authorized within their delegated contractual authority
Security Clearance The successful applicant will be required to apply for and receive a NATO Secret Security Clearance prior to final confirmation of contract and commencement of employment.
Contract - This position is linked to a specific NATO project and is for a limited duration of 3 (three) years only.
- Serving NATO International Civilian staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations. Newly recruited staff will be offered a three year definite duration contract.
Notes for Candidates The HQ SACT web site gives full details on the eligibility criteria and application processes to be adopted by all candidates. However, candidates should particularly note:
Please answer each of the pre-screening questions completely in English. Expressions such as: "please see attached CV, please see annex, please see enclosed document, etc." are not acceptable; this is a cause of immediate rejection of the application.
Particular attention should be given to Education and Experience section of your application form, which should be populated with details of your career to date and educational achievements and certifications as they relate to your application.
The candidature of NATO redundant staff at grade G12 will be considered with priority. NATO will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-Trained Transformer (Chat GPT), or other language generating 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 generative or creative AI applications may be rejected without further consideration at NATO's sole discretion, and NATO reserves the right to take further steps in such cases as appropriate.
This vacancy will close on 03 July 2024 @ 17:59hrs (EDT)/11:59hrs (CEST).
Job Tags
Contract work, For contractors, Immediate start, Flexible hours,