Contracting Officer

Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

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Who we are supporting 

The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.

The NCIA provides a wide range of services, including:

• Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.
• Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
• Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.
• Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.

Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

The NATO Communications and Information Agency (NCI Agency) is NATO’s principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.

To provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorise's: NATO International Civilians (NIC)'s, Military (Mil), and Interim Workforce Consultants (IWC)'s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

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Role ID – C004812

Role Duties and Responsibilities

Contract management

• Sources and collects contract performance data (such as pricing and supply chain costs), and monitors performance against KPIs.
• Identifies and reports under-performance and develops opportunities for improvement.
• Monitors compliance with Terms and Conditions and take appropriate steps to address non-compliance.
• Pro-actively manages risk and reward mechanisms in the contract.
• Monitors progress against business objectives specified in the business case.
• Identifies where change is required, and plans for variations.
• In consultation with stakeholders, ensures that change management protocols are implemented.

Sourcing

• Reviews business cases (requirements, potential benefits and options) and determines appropriate procurement routes, for example, open market or collaborative framework.
• Using market knowledge to inform specifications, ensures detailed pre-qualification questionnaires and tender invitations are prepared.
• Collects and collates data to support collaboration and negotiates terms and conditions to reflect the scale of requirements and encourage good performance.
• Prepares acceptance documentation and advises on contracts and service level agreements.

Contracts Management and Administration

• Supervises management and administration for a wide variety of contracts.
• Advises on the practices and considerations for upgrading existing contracts and solving complex contract management problems.
• Trains others on how to use advanced technologies and tools for contracts management.
• Develops standard processes to maximize contracts efficiency and effectiveness.
• Evaluates operational issues and considerations in contract enforcement.
• Anticipates contract issues and manages risk regarding legal issues.

Contracts Review

• Maintains files of relevant information for specific customers, vendors, or contracts.
• Assesses key legal considerations associated with terms and conditions of a contract.
• Interprets legal documents detailing service provisions by an outside party.
• Monitors compliance with contract specifications and regulations.

Procurement Function

• Summarizes the mission, vision and objectives of the procurement function.
• Follows procurement regulations and contract specifications to perform tasks.
• Participates in meetings regarding relevant regulatory considerations and agencies of the procurement function.
• Implements regular procurement programs, initiatives and issues.
• Documents the steps and requirements of the procurement process.

Purchasing Tasks and Activities

• Records documents of purchasing tasks and activities, such as orders, bidding.
• Uses available procurement systems and tools.
• Ensures compliance with procurement regulations and contract specifications.
• Works with basic purchasing related tasks and activities.
• Adheres to various requirements and steps of the procurement process.

Essential Skills, Experience and Certifications

• The role of Contracting Officer requires a demonstrated passionate interest and experience on leading and optimizing complex Acquisition, Procurement and Contractual matters, acquired in a large International Institution (such as NATO, UN, EU, National MoD(s) etc…) or a large International private company.
• Appropriate level experience at a significant level of responsibility (e.g., Contracts Manager, Procuring Contracting Officer) in performing both pre-award and post-award contracting functions for high value contracts for complex systems level acquisitions;
• Thorough understanding of, competitive and sole source procurement principles and practices, negotiation skills, cost and price analysis techniques, contract law, contract administration, industry practices and fundamental logistic principles and their applications;
• Ability to work independently with minimal supervision directly with a project manager on a complex, large systems level acquisition;
• Proven ability to communicate effectively orally and in writing with experience in providing presentations and briefs to upper management.
• Experience in use of automated tools (e.g. E-procurement applications, Procurement ERPs, automation tools and Procure toPay processes).

Education

• A minimum requirement of a Bachelor's degree at a nationally recognised/certified University in a related discipline and 2 years post-related experience. Or exceptionally, the lack of a university degree may be compensated by the demonstration of a candidate's particular abilities or experience that is/are of interest to NCI Agency, that is, at least 6 years extensive and progressive expertise in duties related to the function of the post.

Language

• Most of the work of the NCI Agency is conducted in the English language.

Desirable Skills, Experience and Certifications

• Working in the public sector;
• Prior experience of working in an international environment comprising both military and civilian elements.
• Knowledge of NATO responsibilities and organization

Working Location

• Brussels, Belgium

Working Policy

• Onsite

Travel

• Some travel to other NATO sites may be required

Security Clearance

• Valid National or NATO Secret personal security clearance