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Acquisition Administrator

  • BICES Group Executive
Brussels, Belgium
Full-time
Published:
Application Deadline: June 24, 2024
  • BICES Group Executive
Brussels, Belgium
Full-time
Published:
Application Deadline: June 24, 2024

SUMMARY:

The BICES Group Executive (BGX), a NATO entity, is the executive body of the BICES Group (BG). The BG exists to enable the sharing and exchange of Intelligence and Information between and amongst the NATO nations, with NATO, and with other non-NATO nations and Organizations. The BGX, under the leadership of the Director, is comprised of the following pillars: Intelligence and Enterprise Services (IES) Division, Programmes, Engineering and Maintenance (PEM) Division, Operations and Security Services (OSS) Division and Intelligence, Surveillance and Reconnaissance (ISR) Cell.

Under the leadership of the Financial Controller and Head of Administration, the Financial Management Office (FMO) constitutes one of the two pillars of the Office of the Director, the other being the Administrative Office. The FMO is responsible for the financial operations from planning to disbursement. In particular, the FMO prepares the budget, the MediumTerm Financial Plan (MTFP) and the Preliminary Plan for BGX and ISR. Additionally the FMO assesses and collects contributions; manages cash, financial assets and investments; procures goods and services; pays invoices, salaries, pensions, travel and other liabilities; generates financial and procurement reports and monitors the corresponding internal control system.

Under the supervision of the Financial Officer, the incumbent is responsible for procurement related activities and contributes to the rest of the financial tasks. S/He coordinates with FMO colleagues and Nations in order to process procurements in accordance with the NATO and BGX Financial and Procurement policies and procedures.

QUALIFICATIONS AND EXPERIENCE:

Essential

The incumbent must:

  • Have a good general education at least to higher secondary level, complemented with post related certification, eg. finance, accounting, procurement;

  • Have at least 6 years of professional experience in procurement;

  • Possess experience in organizing meetings or in programme/project administration;

  • Have experience with budget follow-up;

  • Have strong computer skills, including the use of budgetary and data management tools for the creation and use of databases and spreadsheets (Excel);

  • Possess the following minimum levels of NATO’s official languages: English V (“Advanced”); French III (“Intermediate”).


Desirable

The following will be considered an advantage:

  • Working knowledge of NATO organisations and procedures;

  • Experience with Oracle E-Business Suite;

  • Experience within an organisation which includes both military and civilian personnel;

  • Degree in finance, economics or public administration;

  • Budgetary experience in the public sector or in an International Organisation.


MAIN ACCOUNTABILITIES:

Expertise Development

Support the Financial Officer in the preparation of the Medium-Term Financial Plans, MidYear Review and Budget Estimates for the BGX Budget and the Financial Statements. Participate in the annual audit performed by the International Board of Auditors for NATO (IBAN) and prepare other financial reports as necessary. Act as deputy Asset Manager ensuring the safeguarding of BGX assets. Manage storage of the equipment and ensure proper transfer. Assist in the write-off of obsolete assets in accordance with BGX Financial Rules and Procedures (FRP). Develop appropriate policies/procedures for the successful implementation of the BGX and ISR financial/procurement activities.

Financial Management

Process purchase requests and purchase orders, ensuring compliance with BGX financial and procurement procedures. Ensure proper and timely advertisement of competitions. Evaluate vendor’s offers, verifying requirements and specifications and ensure that suppliers are selected in accordance with NATO and BGX source selection and financial procedures and the BGX FRP. Ensure appropriate commitment of funds and check the availability of credits. Process requests for payment, validate invoices against commitments and take any required corrective actions.

Information Management

Monitor purchase orders and verify receipt of all deliveries. Follow up on deliveries and provide status updates to relevant stakeholders. Verity deliveries (amount, specifications) against orders and invoices, and record/log the receipts into the accounting system. Track purchasing forecasts in the context of projects, programmes and activities.

Organisational Efficiencies

Provide constructive suggestions and contribute to the improvement of office procedures, management of information and use of financial management tools. Coordinate and provide advise across the BGX to ensure conformity of equipment to be used, and where possible, identify opportunities for cost effective bulk purchases. Stay abreast with procurement activities for flexibility and cost effectiveness. Propose updates to the procurement policies and related internal processes.

Planning and Execution

Ensure that funds are received in advance of procurement activities and that approval for the proposed procurement is granted on behalf of third parties. Process commitments, contracts and payments in accordance with BGX FRP. Provide the third party with required documents upon completion of the project. Organise specific shipment of equipment for crypto material.

Project Management

Organise and plan procurements related to internal projects/programmes, as directed by the  team leaders, within own area of expertise.

Stakeholder Management

Promote and maintain professional relations with officials, both military and civilian, within nations and NATO, as required. Coordinate with Project Managers and the financial office staff to ensure maintenance and sustainment requirements are met. Maintain contacts with providers and negotiate timely deliveries.

Perform any other duty as required.

INTERRELATIONSHIPS:

The incumbent reports to the Financial Officer and works in close cooperation with Team Leaders from all BGX Divisions and Offices.

  • Direct reports: N/A;

  • Indirect reports: N/A.


COMPETENCIES:

The incumbent must demonstrate:

  • Clarity and Accuracy: Checks own work. Double-checks the accuracy of work received or given. Checks own work and ensures the quality of service provided;

  • Customer Service Orientation: Takes personal responsibility for correcting problems. Takes ownership of the correction of customer-service problems. Corrects problems promptly, efficiently and without becoming defensive. Monitors client satisfaction;

  • Empathy: Listens actively. Probes in order to understand content and underlying meanings. Lets people speak without interrupting;

  • Flexibility: Acts with flexibility. Works effectively in a changing environment. Adapts to change by actively revising own behaviours, methods and priorities. Applies procedures flexibly, where context allows, in order to get a job done or to meet agreed objectives (e.g. alters normal procedures to fit a specific situation and to meet a client's needs);

  • Initiative: Is decisive in a time-sensitive situation. Acts quickly and decisively in a crisis or other time-sensitive situation. Is unafraid to propose and/or take action when the norm would be to wait, study the situation and hope the problem will resolve itself;

  • Organizational Awareness: Understands the Organization’s structure. Recognizes the different formal and informal structures of the Organization. Identifies key actors and decision-influencers and applies this knowledge when required;

  • Teamwork: Expresses positive attitudes and expectations of team or team members. Builds up the team and team members by expressing their expected contribution positively. Publicly credits others who have performed well. Focuses on resolving problems, rather than blaming others.


CONTRACT:

Contract to be offered to the successful applicant: Definite duration contract of three years possibility of renewal for up to a further six years in 3-year increments; possibility of an indefinite duration contract thereafter.

Contract clause applicable

The maximum period of service foreseen in this post is 9 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further period of up to 6 years, in 3-year increments 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 6 years, in 3-year increments, subject also to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is nine years.

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

Contract to be offered to the successful applicant: Definite duration contract of three years; possibility of renewal for up to a further six years in 3-year increments; possibility of an indefinite duration contract thereafter.

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.

RECRUITMENT PROCESS:

Please note that we can only accept applications from nationals of NATO member countries.

Applications must be submitted using e-recruitment system, as applicable:

  • For NATO civilian staff members only: please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager);

  • For all other applications: www.nato.int/recruitment.


Please note that at the time of the interviews, candidates will be asked to provide evidence of their education and professional experience as relevant for this vacancy.

Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.

More information about the recruitment process and conditions of employment, can be found at our website. Please note that the BICES Group Executive is not a NATO HQ International Staff (IS) subordinated body and some of the policies applicable to IS members might differ.

ADDITIONAL INFORMATION:

The BICES Group Executive is a NATO body. NATO as an equal opportunities employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce. NATO welcomes applications of nationals from all Member States 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 BGX offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.

Please note that the BGX, located at NATO Headquarters in Brussels, Belgium is a nonsmoking environment.
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