Senior Procurement Officer, Team Leader (+ Reserve list)

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.

As the custodian of member Nations funds the OFC provides reliable and value adding financial and procurement services in support of IS Divisions and offices as well as a number of extra budgetary funds (including trust funds) and bilateral arrangements enabling them to achieve Organizations objectives. It works to comply with International Public Sector Accounting Standards (IPSAS) and other best practices including the management of enterprise risk.

The OFCs main goal is to be a proactive financial partner providing insightful analysis and collaborative guidance that enables the Secretary General and NATO IS organization as a whole to achieve its strategic objectives maximizing the efficient and effective use of financial resources while ensuring compliance.

The OFC is organised around five functions with a Front Office overseeing these functions:
oBudget Procurement and Reporting;
oAccounting and Finance including Missions (Duty Travels);
oTreasury;
oBusiness Management Systems & Control; and
oProgrammes & Business Support.

The Procurement Service is responsible for end-to-end sourcing contracting and spend management across a broad portfolio of services and products in support of the needs of NATO HQ and NASOs. The Service is organized as 2 teams each led by a Senior Procurement Officer (Team Leader) with delineated category management responsibility. Each Procurement Officer (Category Manager) is responsible for their assigned spend category; some more complex categories are supported by a team of Procurement Officers and a dedicated Buyer. All Procurement Service staff members are ultimately accountable to the Head of Procurement.

This position is one of two team leaders in the Procurement Service and oversees the activities of procurement staff in relation to managing the procurement and contractual aspects related to a portfolio of goods and services required for the operation of NATO HQ. The post holder will lead manage and grow the team of Procurement Officers and Buyers. The incumbent will be a working manager and is expected to act as Senior Procurement Officer for complex projects if/and when assigned by the Head of Procurement. The incumbent coordinates the development and implementation of enterprise-wide sourcing strategies that lead to higher levels of supplier quality and lower cost of ownership for products and services while ensuring the required quality and standards as well as legal compliance and adherence to NATOs financial and procurement regulations.

The post holder will be in charge of implementing a comprehensive procurement KPI framework and developing Performance Objectives for their assigned team allowing for better monitoring of performance and risks. The incumbent will also assist the Head Procurement in the drafting of policies and guidelines and in implementing organisational improvements and efficiencies. The incumbent will work closely with stakeholders across the Headquarters to improve overall awareness of Procurement Regulations support the development of staff and ensure adequate training is in place.

The Senior Procurement Officer/Team Leader when required will act as Deputy Head of Procurement acting for or representing the Head of Procurement. The incumbent will have legal authority to enter into commercial agreements and contracts on behalf of the Organization within the limits specified in its written warrant.

2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:

possess a university degree from an institute of recognized standing in any of the following domains: procurement purchasing supply economics management law business administration or engineering;
have a minimum of 5 years of procurement and contracting experience which must include at least 3 years of experience as a category manager or senior procurement officer preferably in services non-manufacturing or public sectors;
be at least Level 4 United Nations Development Programme (UNDP) / Chartered Institute of Purchasing and Supply (CIPS) certified or possess an equivalent level of qualification granted by a national professional association or academic institution;
have expertise in contemporary strategic sourcing processes commonly used by best-in-class organisations particularly in non-manufacturing and public sectors;
have significant experience in supplier and proposal evaluation activities and in organising managing and leading supplier and proposal evaluation teams;
have a proven track record of impactful contract management and negotiation/renegotiation;
have proven people management mentoring influencing and leadership skills;
have demonstrable problem-solving facilitation and conflict-resolution skills;
possess excellent verbal and written communication skills;
demonstrate integrity and act consistently with organisational values;
possess excellent analytical and critical thinking skills;
have demonstrated experience in using current sourcing and procurement technologies (e.g. e-sourcing e-procurement spend analysis contract management systems etc.);
possess strong negotiation and contract management skills;
possess the following minimum levels of NATOs official languages (English/French): V (Advanced) in one; and II (Elementary) in the other.

DESIRABLE:
The following would be considered an advantage:

a minimum of 2 years of people leadership experience;
a post-graduate degree related to the role preferably in the fields of purchasing contracting or supply management;
experience using Oracle EBS or similar ERP and S2P / P2P systems;
a professional qualification equivalent to the CIPS Professional Diploma in Procurement and Supply granted by any of the national professional associations federated under the International Federation of Purchasing and Supply Management (IFPSM);
previous procurement and contracting experience within government or international organizations subject to public procurement principles and procedures;
a higher level of the other NATO language;
experience with the use of MS SharePoint or similar collaboration sites;
familiarity with NATO procurement procedures and regulations.

3. MAIN ACCOUNTABILITIES

Expertise Development
Apply and develop professional procurement skills and/or knowledge of procurement law policies regulations practices and NATO policies and procedures. Ensure current knowledge of relevant sources prices market factors cost and production structures trends commercial strategies and product characteristics of commodities/contracts. Stay abreast of relevant best practices and the use of professional tools and systems. Serve as subject matter expert (SME) for procurement assessments regarding critical leverage and strategic procurement issues which require the interpretation of facts policies and regulations.

Planning and Execution
Arrange and assign work to use resources efficiently and effectively. Develop procurement plans organizational structures and processes to fulfil organizational goals with relevant constraints and in compliance with regulations. Contribute to and coordinate as appropriate initiatives aimed at transformation of NATO employment of people processes and tools in the NATO financial and procurement management domain.

Project Management
Formulate procurement strategies and design innovative solutions. Implement strategies and develop plans to accomplish business operations and objectives. Arrange and assign work to use resources efficiently and effectively. 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 source selection plans from initiation to conclusion conduct associated procurement actions and monitor benefit realisation.

People Management
Cultivate a motivating inclusive and effective workplace. Ensure that all staff under their responsibility are clear on the Procurement Service Objectives. Be available to offer training leadership and guidance to their team members. Provide regular and fair feedback on performance informally as appropriate and via the HQ Performance Review and Development (PRD) system. Identify possible development and mobility opportunities for individuals. Participate in recruitment procedures for vacant posts in the Service in accordance with NATO recruitment guidelines. Provide in-depth mentoring coaching and training opportunities and be available to offer guidance at critical moments. Promote integrity professionalism and accountability through a sound and inclusive leadership culture.

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. Work closely with other business functions units and/or NATO bodies to identify and drive best-value opportunities. Develop organisational standards and best practices for professional relationships with internal and external customers. Identify and resolve Organization-wide customer service issues. Model and promote positive customer relationships with internal and external customers.

Organisational Efficiencies
Determine procedural and/or cultural changes to current roles structures and process so as to ensure optimal functioning of the Procurement Service. Lead on the production of relevant procurement reporting implement and monitor a comprehensive procurement KPI framework allowing for better monitoring of performance and risks acting on identified efficiencies. Work closely with stakeholders across the Headquarters to improve overall awareness of Procurement Regulations support the development of staff and ensure adequate training is in place.

Policy Development
Together with Head Procurement develop Procurement policy in NATO to ensure pertinent regulations remain valid and up-to-date. Monitor and ensure adherence to established standards. Assist with development of policy in new operational areas where required and consider how wider NATO policy and strategy affect procurement contributing where appropriate to its development.

Knowledge Management

Develop and implement a cost effective approach to e-procurement system that allows the efficient execution of key sourcing and procurement processes. Establish financial/budgetary and administrative criteria for program funding and control. Research and analyse data identifying market trends and buying habits in order to maximise efficiencies. Assess vendors financial standing and viability. Use a wide variety of price and cost analysis techniques and tools. Produce relevant procurement reports and KPIs to understand current performance opportunities for efficiencies or risks that should be escalated within the Office of Financial Control.

Perform any other related duty as assigned.

The incumbent reports to the Head of the Procurement Service and works closely with the other members of the Procurement Service and Sections of the Office of Financial Control and Divisions/Independent Offices 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 (team members under their supervision buyers ordering officers and procurement officer representatives). The incumbent will also coach/train internal clients from other Divisions and Sections as required.
Direct reports: 5
Indirect reports: N/a

The incumbent must demonstrate:

Achievement: Creates own measures of excellence and improves performance;
Analytical Thinking: Sees multiple relationships;
Clarity and Accuracy: Monitors others work for clarity;
Conceptual Thinking: Applies learned concepts;
Customer Service Orientation: Makes things better for the customer addressing underlying customer needs;
Impact and Influence: Uses indirect influence;
Initiative: Is decisive in a time-sensitive situation;
Organizational Awareness: Understands the Organizations structure;
Teamwork: Solicits inputs and encourages others.