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Assistant (Buyer)

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Management and Operations Support
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210625 Requisition #
LOCATION:    Headquarters Joint Force Command Naples (HQ JFCNP), Italy
 

DIVISION:       Purchasing and Contracting

TITLE:             Assistant (Buyer)
GRADE:          G12

SECURITY CLEARANCE: NATO S E C R E T

 
 
1.  POST CONTEXT
 
Headquarters Allied Joint Force Command Naples is a Joint Headquarters, operating at the Operational Level, capable of executing effective command and control over assigned forces in order to achieve Operational effects in an assigned Joint Operating Area. As a Joint Force Command the relationships with other NATO Command Structure and NATO Force Structure Component Command Headquarters will change between baseline activities, crisis and conflict. It also provides Joint competencies to assigned NATO Force Structure Headquarters tasked to deploy as Joint Task Force Headquarters.

The Finance Directorate (J8) develops financial, budgetary, accounting and procurement policies and procedures. It coordinates Budget prioritisation processes for the Commander (COM) and performs accounting, contracting, disbursing and budgetary/financial management and provides travel arrangements.

The Purchasing and Contracting Branch (P&C) is responsible for the full spectrum of the contracting activities at JFCNP in accordance with Articles III and XXXII of the Financial Rules and Procedures in support of the JFCNP led operations, activities, missions and exercises.
The Headquarters Support Section competes, awards and administers local contracts in support of base support activities and specific JFCNP customer requirements including non-personal service contracts and other core support contracts associated with the base support activities.

The J8 Directorate is responsible for ensuring proper financial and acquisition management throughout JFCNP AOR encompassing policy development, implementation and oversight in all aspects of the budgetary, accounting and contracting activities of JFCNP AOR commands.
The JFCNP FC directs and oversees all financial management, budget, accounting and contracting activities across JFCNP AOR Operations, and establishes/implements financial policies and procedures for all subordinate organizations. Under the direction of the Financial Controller, the J8 Directorate is represented at the Budget Committee on all matters with financial implications. The Directorate develops financial, budgetary, accounting and procurement policies and procedures. Additionally it participates in the development of International Agreements, Medium Term Resource Plans (MTRPs), Consolidated Resource Proposals (CRPs) and Consolidated NMA Impact Statements (CNIS). The Financial Controller provides liaison with financial elements of NATO Force Structure (NFS) headquarters and support to external NATO bodies, Multinational Organizations and NATO agencies, as required on NATO Financial Rules and Procedures. The J8 Directorate develops and executes plans for the financial support of operations, exercises and activities to include those tied to Fight Against Terrorism (FAT) and the Readiness Action Plan (RAP). The J8 Directorate is responsible for supporting the JFCNP Financial Controller (FC) in execution of his roles as the Financial Advisor to JFCNP and as J8 Directorate. Within the branch the incumbent serves as Senior Buyer, holding a limited warrant to support.
 
 
2.  DUTIES
 
The incumbent performs all activities associated with procurement functions and methodology.
 
The incumbent participates in committees, boards, panels such as the Contract Award Committee and MWA Council.
 
The incumbent initiates under supervision procedures for International Bids, Sealed Bids, Restricted Bids and Single tenders from both national and international sources and government supply agencies.
 
The incumbent manages the NATO purchase card program.
  
The incumbent reviews specifications for clarity and completeness.
 
The incumbent prepares and/or supervises the preparation of requests for Quotations. 
 
The incumbent receives and processes purchase requests, screens them for acceptability, completeness and legality.
 
The incumbent advises requesting agencies on local procurement requirements and of acceptable courses of action.
 
The incumbent maintains contact with suppliers and contractors so that their capabilities are known.
 
The incumbent provides status of procurement action to customers.
 
The incumbent expedites delivery of goods/services when necessary.
 
The incumbent administers contracts with a value of up to or exceeding Established Financial Limit category ‘E’ and all NSD-S Hub procurement and contractual requirements.
 
The incumbent certifies vendor compliance.
 
The incumbent supervises and assigns work priorities and manages the proper execution of tasks within his/her unit.
 
The incumbent undertakes work as part of a project team or working group as directed or assigned.
 
The incumbent holds limited warrant authority to negotiate and award contract and purchase order on behalf of the organization.
 
Legal authority is held: In accordance with NATO Financial Rules and Procedures Article III 1)f, Purchasing and Contracting Officers have exclusive legal authority for the procurement of goods and services on behalf of the NATO body. On the basis of the warrant covering their responsibilities and any limitation on the scope of authority to be exercised, this post requires the incumbent to be suitably qualified to be appointed with a limited warrant in order to exercise the legal authority authorised by the Command.
Budget authority is held: Holds limited authority to negotiate and award contracts on behalf of the organization.
Authorized to negotiate settlement of contractual disputes.
Decision authority is held: In the exercise of a warrant, a duly appointed Purchasing and Contracting Officer, subject to any limitations imposed, in accordance with NATO Financial Rules and Procedures Article XXXII will exercise decision authority and award all purchases under the simplified procurement procedures within the financial limits established by the Budget Committee. Authority to make decisions within the assigned sub-functional area. Such decision should be coordinated within the functional area of the HQ and with the same subfunctional area in lateral, subordinate and superior HQs. Such decision may affect the commitment of the command within NATO to a course of action. 
 
Under routine circumstances, the job is performed in a typical office environment where the risk of injury is categorized as “none”.  However, the Staff Assistant (Purchasing and Contracting/Admin) may be required to undertake deployments in support of military operations and exercises, and/or short-term travel assignments, both within and outside of NATO boundaries, and risk may increase when deployed. Such operational deployment may be up to 30 days, and may be on short notice. Acceptance of an employment contract linked to this post constitutes agreement to deploy up to 30 days, if required.
 
 
3.  QUALIFICATIONS AND EXPERIENCE
 
ESSENTIAL
 
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.
 
Experience in management of, or provision of advice on, the procurement of goods and services.
 
Professional experience in acquisition processes in a management position.
 
Must have an English Standard Language Proficiency level of “professional” in Listening and Speaking, and “functional” in Reading and Writing (SLP 3322 based on NATO standards).
 
DESIRABLE
 
Contracting experience and a comprehensive understanding of operational logistics.
 
Experience includes financial management, supply management, or logistics.
 
Formal training in the technical aspects of acquisition and logistics.
 
English Standard Language Proficiency level of “professional” in Listening and Speaking, Reading and Writing (SLP 3333 based on NATO standards).
 
Italian Standard Language Proficiency level of “professional” in Listening and Speaking, Reading and Writing (SLP 3333 based on NATO standards). 
 
 
4.  POSITION AND CANDIDATE PROFILE
 
Personal attributes
 
The incumbent must have inter-personal sensitivity, diplomacy, courtesy and tact, along with strong communication skills. These are essential to interaction at all levels, within and outside the organisation. Fluency and clarity of expression, both oral and written, characterise the incumbent. Professional judgement and initiative is required to develop and propose policy in new areas of professional competence. In addition to integrity, flexibility, and discretion, the incumbent must possess planning and organising, and critical thinking skills, and commitment. Must be able to set priorities. Exercises judgment in determining appropriate procurement methodology, in advising activities are acceptable.
 
Professional contacts
The incumbent executes duties and functions requiring frequent internal and external high-level contact including co-ordination and negotiation with senior civilian and military members. The incumbent deals with a variety of staff involved in procurement activities like Fund Managers, Companies and Sales Department Managers, national elements of all countries represented at HQ and collocated and subordinate commands. Interacts with national representatives during the negotiation of reimbursable procurement agreements and associated payments. When dealing with suppliers or commercial firms the incumbent should prove sound communication skill and mastery of commercial practices ranging from custom procedures to cost effectiveness.
 
Contribution to the objectives
The incumbent contributes to effective and efficient procurement management, participating in solving financial problems of international funds on behalf of NATO nations and military commanders. Contributes to mission objectives by establishing, monitoring and improving the supply and procurement procedures, in monitoring and simplifying internal procedures, in carrying out cost effective commitments which meet funds approved limits. The purchasing and contracting branch also provides direct support of smooth, daily operational mission objectives through support to various peace-time and deployed Headquarters activities, exercise activities, which frequently are located out of country. Failure to fully achieve success in all aspects of this effort would have a negative effect on achievement of the Commander’s plans, policies, and objectives in all functional elements of the Headquarters.
 
5.  CONTRACT
 
The successful candidate will receive a three-year definite duration contract which may be followed by an indefinite duration contract.
 
The basic entry-level monthly salary for a NATO Grade G12 in Italy is Euro 4,261.04 which may be augmented by allowances based on the selected staff member’s eligibility, and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.
 
6.  HOW TO APPLY:
 
1. HQ JFC Naples uses NATO Talent Acquisition Platform.
In order to apply for this vacancy, please visit the platform at: https://nato.taleo.net/careersection/2/jobsearch.ftl?lang=en, and search for vacancies within HQ JFC Naples. 
 
2. Essential information must be included in the application form. Each question should be answered thoroughly.  Expressions such as “please see attached CV”, or invitations to follow links to personal webpages, are not acceptable, and will be disregarded.  Application forms must be filled out in English.
 
3. Applications are automatically acknowledged within one working day after submission.  In the absence of an acknowledgment please make sure the submission process is completed, or, re-submit the application.
 
4. Shortlisted candidates invited to the interview phase, will be requested to provide, where applicable, copies of University diplomas listing the exams sustained, transcripts (that is, list of courses with grades and dates), for all pertinent university and vocational training courses.
 
5. Candidates’ individual telephone or email enquiries about the submission of their applications cannot be dealt with.  All candidates will receive an answer indicating the outcome of their application.
 
Please note:
Staff members are appointed to and hold posts on the establishment of a NATO body only on condition that:
· They are nationals of a NATO member country
· They are over 21 and under 60 years of age at the time of taking up their appointments. Appointments of definite duration may be offered to candidates of 60 years of age or more, provided that the expiration date of the contract is not later than the date at which the candidate attains the age of 65.
 
ADDITIONAL INFORMATION:
A NATO security clearance and approval of the candidate’s medical file by the NATO Medical Adviser are essential conditions for appointment to this post.  Applicants are not required to possess a clearance at the time of applying, but they must be eligible for a clearance.  HQ JFC Naples will take action to obtain the required security clearance from the successful candidates’ national authorities.
 
Please note that we can only accept applications from nationals of NATO member countries.

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