Procurement and Contracts Officer

1.    SUMMARY

The Defence Innovation Accelerator for the North Atlantic (DIANA) is NATO’s newest body. From across the Alliance, DIANA brings together innovators and operational end users to foster a transatlantic ecosystem supporting dual-use ground-breaking innovation in deep technologies. 
DIANA is now in the process of standing up, with the aim to reach initial operational capability in summer 2023 and full operational capability in 2025. Once established, DIANA will leverage a network of dozens of Allied Test Centres and Accelerator Sites to fulfil its mission.
DIANA is an independent NATO body comprised of an Allied Board of Directors and a management team - the DIANA Executive (DX). Operating out of regional offices in Europe and in North America, the DIANA Executive carries out DIANA’s mission: accelerating deep tech, dual-use solutions to critical transatlantic challenges in defence and security. The DIANA Executive uses Challenge Programs in line with a strategic direction as the primary vehicle to accomplish this mission.
The Procurement and Contracts Officer shall ensure the overall integrity of the DIANA’s processes in all areas relating to the acquisition and procurements undertaken within DIANA. This includes but is not limited to overseeing implementation and providing proactive advice and guidance on procurement policies and procedures, acting as a focal point for gathering procurement requirements, ensuring sufficient budgetary provisions, and organization of specific acquisition procedures, including chairing Contracts Awards Boards. 
The Officer ensures that DIANA’s procurement procedures are flexible, adaptable and ready to meet the needs of the DIANA Executive and the Allied innovation ecosystem. In a multinational environment, the incumbent encourages harmonious labour-management relations, improves organisational effectiveness and resolves workplace conflicts.

2.    QUALIFICATIONS AND EXPERIENCE

ESSENTIAL
The incumbent must:
•    possess a relevant university degree from an institute of recognized standing or equivalent level of qualification;
•    have at least 5 years’ experience as a procurement or contracting specialist in technology development, innovation and other related fields;
•    have previous procurement and contracting experience within government or international organizations subject to public procurement principles and procedures;
•    be familiar with procurement irregularities of academic laboratories, research and development entities (R&D), technology transfer, and tech-to-market; 
•    have experience working and negotiating with experts from other fields, including across other functions and with military operational experts;
•    have similar work experience with government institutions, academic communities and industry in NATO member and/or partner countries;
•    possess experience in programme and project management;
•    have strong written and communication skills and experience in drafting different types of  policy documents;
•    possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and I (“Beginner”) in the other.

DESIRABLE 
The following would be considered an advantage: 
•    working experience with accelerators/incubators or research environments with a deep tech focus;
•    experience in setting up a new organization and its procurement rules and procedures framework;
•    experience working in an innovative or start-up environment;
•    experience in a leadership position; 
•    experience working in a multilateral environment or an environment with a variety of stakeholders from multi-cultural backgrounds;
•    be conversant with the Alliance’s political and decision-making processes;
•    knowledge of NATO institutional framework, policies and procedures; particularly with contracting and procurement;

Language Proficiency:
A thorough knowledge of one of the two NATO languages, both written and spoken, is essential and some knowledge of the other is desirable.
NOTE: Most of the work of the DIANA Executive is conducted in the English language.

3.    MAIN ACCOUNTABILITIES

Expertise Development 
Apply expertise, consider options and provide recommendations for continued improvement. Provide options for effective issue management through the monitoring and analysis of current affairs. Serve as an advisor to the  Managing Director on procurement matters. Provide functional oversight, and training and education on the procurement functions and activities within the DIANA Executive. 

Financial Management 
Determine and verify the correct use of financial resources. Ensure appropriate mechanisms are in place for fraud prevention and detection in procurement activities. Ensure that the legal and financial liabilities of the DIANA Executive are protected. Ensure compliance of procurement activities with the DIANA Financial Regulations and NATO Financial Regulations (NFRs).

Information Management 
Determine processes and procedures for the Information Management across the Unit or Office. Issue instructions for the establishment and functioning of Contracts Award Boards (CABs) in line with established DIANA procurement rules and procedures.

Knowledge Management 
Determine that the content of knowledge management systems is relevant and accessible to users. Establish DIANA’s procurement rules and procedures framework ensuring flexible, adaptable and swift acquisition support for DIANA activities.

Organisational Efficiencies 
Determine cultural and procedural changes to current roles, structures and processes so as to ensure optimal functioning of the Unit. Advise on procurement methods and contract types within acquisition activities. Lead in the solicitation and contract award phases. Assess progress and recommend development opportunities to ensure staff motivation and engagement. Oversee contracts’ implementation and manage contractual correspondence. Provide advice and guidance in sensitive cases. 

Planning and Execution 
Determine input to short-term work plans and manage implementation to achieve Unit or Office objectives. Develop, implement, interpret and monitor all DIANA’s rules and procedures for procurement, while promoting the most current, relevant and applicable "best practice" procurement solutions to meet the needs of a dynamic innovation environment and needs of the DIANA Executive.

Policy Development 
Determine how a policy will affect a functional area and contribute to wider policy development on procurement. 

Project Management 
Determine the direction of the project/programme, as project leader. Contribute to a variety of small to medium sized projects. Identify risks and suggest possible solutions. 

Stakeholder Management 
Determine how best to enhance and develop a network of key stakeholders. Assess, manage and consolidate the network within the broader interests the DIAAN Executive. Ensure that interaction between the DIANA Executive and industry is consistent with the procurement procedures and contractual agreements. In close collaboration with the Legal Team manage adjudication of any contractual disputes.

Perform any other related duty as assigned.

4.    INTERRELATIONSHIPS

The incumbent is responsible to the Financial Controller and the Managing Director. They work in close relationship with the Challenge Mangers and other DX units for procurement activities, particularly the Legal Office. 

5.    COMPETENCIES

•    Achievement: Creates own measures of excellence and improves performance;
•    Analytical Thinking: Sees multiple relationships;
•    Conceptual Thinking: Clarifies complex data or situations;
•    Customer Service Orientation: Uses a long-term perspective/acts as a trusted partner;
•    Impact and Influence: Uses indirect influence;
•    Initiative: Plans and acts up to a year ahead;
•    Teamwork: Works to build commitment.

6. CONTRACT
 
Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of renewal.
 
7. 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: https://nato.taleo.net/careersection/2/jobdetail.ftl
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 (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm).
 
8. ADDITIONAL INFORMATION
 
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. NATO welcomes applications of nationals from all member Nations, 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.
 
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 organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.
 
For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website. Detailed data is available under the Salary and Benefits tab.