Staff Assistant (Contractor Support to Operations)

1. Post Context

Headquarters JSEC provides a resilient operational-level Joint Headquarters capable of supporting 24/7 operations to coordinate enablement (at the operational level) and on order the execution of reinforcement by forces (RbyFo) and sustainment flow in order to contribute to the Alliances ability to project and sustain combat power into across and from the Area of Responsibility (AOR) and if required into a Joint Operations Area (JOA).

The Finance Directorate (J8) is responsible for drafting managing and executing the HQ allocated budgets as well as accounting purchasing and contracting goods and services.

The Support to Operations Branch is responsible for developing and maintaining a Recognized Contractual Picture (RCP) to provide risk analysis on commercial support as well as recommendations focusing on the contractual capabilities gaps and possible overextension of contractors.

The incumbent mainly is the responsible person for supporting the development and maintenance of the Recognized Contractual Picture (RCP). Further the incumbent is one of the centric Points of Contact (POC) for questions related to RCP and Contractor Support to Operations (CSO).

Reporting Line:
This post reports to OJC BXCX 0010 - Branch Head

2. Principal Duties

The incumbents duties are:

a. In case of SHAPE deems CSO activities necessary to generate a favourable situation or to mitigate a risk recognized by analysing the RCP assessment or recommendation provided by JSEC the incumbent supports the Situational Awareness (SA) development in the area of the RCP and performs the entire CSO process under supervision of the Branch Head in close coordination with SHAPE.

b. Represents JSEC in operational meetings on contract matters with officials from NATO nations and industry (in case by case supported by Branch Head).

c. Evaluates contractor responsibility analyses contractor past performance and cost or price information.

d. Analyses data provided by the stakeholders and feeds the RCP and in special cases the Recognized Financial Picture (RFP).

e. Provides support by drafting or contributing input to branch products like assessments reports or spreadsheet analyses and performance forecasts etc.

f. During exercises crises and operations the incumbent may have to augment the Joint Operations Centre (JOC) as J8 Subject Matter Expert (SME).

g. Supports the coordination / monitoring effort with respect to contracts active in the theatre.

h. Provides support when assessments or recommendations are required.

i. Is enabled to take over analytic tasks.

j. Undertakes work as part of a project team or working in a joint operational planning group (JOPG) as SME.

k. Fully supports operational activities also during exercises.

l. Supports the development and maintenance of the RCP with expertise.

m. Performs other duties as assigned or directed.

3. Special Requirements

a. The incumbent 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.

b. The incumbent may be required to undertake deployments in support of military operations and exercises and/or TDY (temporary duty) 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.

4. Essential Qualifications

a. Professional Experience

This role requires proven experience in contract management more specifically in the overall management and control of the operation of formal contracts for supply of products and services.

Notably the incumbent oversees and measures the fulfilment of contractual obligations. They use key performance indicators (KPIs) to monitor and challenge performance and to identify opportunities for continuous improvement. The role involves developing strategies to address under-performance and compliance failures including applying contract terms when necessary. The incumbent also identifies where changes are required evaluates the impact and advises stakeholders about the implications and consequences for the business and/or the procurement element of programmes and projects. They negotiate contract variations and seek appropriate authorization. Additionally the role actively supports and engages with experts and stakeholders to ensure continuous improvements are identified through review and benchmarking processes and develops and implements change management protocols.

This role also requires proven experience in procurement more specifically in the management of or provision of advice on the procurement of goods and services.

The incumbent is responsible for procurement and contract management including clarifying product and service specifications identifying supply sources managing tendering and supplier evaluation negotiating with preferred suppliers drafting contracts and technical schedules and placing contracts. They ensure suppliers comply with company procedures and oversee the fulfilment of contractual obligations using key performance indicators (KPIs) to monitor performance address under-performance and drive continuous improvement.

The role includes developing and implementing procurement strategies policies and standards managing contract variations and applying contract terms when required. The incumbent works under broad direction with significant responsibility for milestones task allocation resources budgets and delivery against time cost and quality targets while assessing and managing risks.

b. Education/Training

Higher Secondary education and completed higher vocational training in contract management procurement accounting supply chain management commercial and mercantile law logistics inventory management 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.

The additional job specific qualifications and experience are described under Professional Experience case of ambiguity the required job specific experience has priority over the standard education and training levels and experience described here.

c. Language

a) English - SLP 3333 - (Listening Speaking Reading and Writing)

NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English.

5. Desirable Qualifications

a. Professional Experience

a. Knowledge and experience in computerized systems.

b. Understanding of finance documents and basic knowledge of standard NATO documents and procedures.

b. Education/Training

Any further training certificates and courses related to subject field or acquired through NATO (e.g.: Resource Management Orientation Course);

6. Attributes/Competencies

a. Personal Attributes

The incumbent should demonstrate strong personal attributes and behavioural competencies including the ability to communicate effectively collaborate with diverse stakeholders and build productive partnerships. The role requires a commitment to adhering to principles and values by upholding high ethical standards demonstrating integrity and promoting and defending equal opportunities. The individual should support the development of diverse teams while encouraging both organizational and individual responsibility toward the community and the addition the candidate should possess a flexible mindset and be capable of adapting and responding effectively within a dynamic and changing environment.

b. Professional Contacts

The incumbent should be able to develop and maintain intense networking activities not only within JSEC but with external stakeholders to build up the respective required information exchange network which will feed the RCP with information.

c. Contribution to Objectives

The incumbent will contribute to SA in the area of the RCP and secondly to the RFP. SA is essential for mission success of the JSEC and enables the COM to provide his advice to SACEUR.

7. Contract

a. Serving NATO International Civilian staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.

b. In accordance with current policy newly recruited staff will be offered a three-year contract which may be extended subject to a satisfactory recommendation to an indefinite duration contract.

c. Salary/Benefits: The salary is tax free including (where eligible) expatriation family and childrens allowances and additional privileges for expatriate staff; Education allowance for children (where appropriate) and an excellent private health insurance scheme; Generous annual leave and home leave (if eligible); Retirement Pension Plan.

8. Notes for Candidates

a. Applications must be submitted using the e-recruitment system. Applications and other documents will not be reviewed if sent through other formats (including email social network etc). Candidates should particularly note: When completing the application form using NATO Talent Acquisition Platform you are able to add attachments. Only attachments specifically asked for as part of the application process will be considered.

b. 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.

c. All pre-screening questions should be answered completely. Expressions such as: please see attached CV please see annex please see enclosed document etc are not acceptable.

d. Before you apply we encourage you towatch this videoproviding 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 proceedThis videocontains the information you need to successfully submit your application on time.

e. After review of your online application successful candidates will usually be asked to complete a pre-recorded video interview. Shortlisted candidates will then be invited to the final assessments.

f. Appointment will be subject to receipt of a security clearance approval of the candidates medical file by the NATO Medical Adviser verification of the academic background and work experience.

g. 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.

h. The candidature of NATO redundant staff at grade G12 will be considered with priority.

i. 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 NATOs sole discretion and NATO reserves the right to take further steps in such cases as appropriate.

9. Additional information

a. About Ulm: Ulm distinguishes itself as one of Germanys most liveable cities by seamlessly blending a high-tech professional landscape with an exceptional quality of life. As a major innovation hub home to the Science Park it is known for its academic and business ecosystem in biotech and AI while its strategic importance is further underscored by the presence of the NATO Joint Support and Enabling Command (JSEC). Stationed at the Wilhelmsburg Barracks JSEC serves as a vital multinational headquarters responsible for the rapid movement and sustainability of forces across Europe reinforcing Ulms role as a key hub in continental security. This global significance is balanced by a convenient 15-minute city infrastructure that ensures almost everything is accessible by public transport foot bike or a short car ride. Residents enjoy a unique harmony between the charm of the historic city center and the natural beauty of the Danube all while benefiting from a safe clean environment excellent healthcare infrastructure and high-speed connections to major cities like Munich or Stuttgart.

b. The official job title is currently Staff Officer (Contractor Support to Operations) - G12/B5. However we expect the job title to be changed to Staff Assistant (Contractor Support to Operations) - G12/B5 with no change in pay grade or responsibilities.

c. 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.

d. 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 along with documented medical evidence to support your request.

e. All JSEC personnel are expected to conduct themselves in accordance with the current NATO Code of Conduct as agreed by the North Atlantic Council (NAC) and thus display the core values of integrity impartiality loyalty accountability and professionalism.

f. Due to the broad interest in HQ JSEC and the large number of potential candidates telephone or email enquiries cannot be dealt with.

g. For more information on JSEC please visit ourwebsite.

h. This vacancy will be closed on 11 April 2026 at 11:59:00 PM (CET)