Buyer

The Buyer at SHAPE supports the procurement process for goods, services, and engineering works, including contract administration and supplier management. The role involves reviewing technical specifications, conducting market research, supporting bidding procedures, and ensuring financial viability of vendors to support SHAPE's missions efficiently and economically.

Responsibilities

• Support the procurement process throughout the entire procurement workflow for goods, services and/or engineering works.
• Review, edit, and recommend wording of technical specifications for solicitations to ensure commercial clarity.
• Screen firms as potential bidders and maintain supplier data in the Supplier Management Database.
• Stay abreast of new market trends, e-commerce and technology developments.
• Support customer requests for deviation from normal procurement methods by participating in market research.
• Solicit offers for simplified procurement in accordance with established thresholds.
• Suggest and draft bidding instructions and contract clauses for solicitations including Invitation For International Bids.
• Support international and formal competitive bidding procedures.
• Assist the Contracting Officer in organizing bidders’ conferences, site surveys, inspections, progress review meetings, and other contractual events.
• Support evaluations of bids and contract award recommendations.
• Investigate financial viability of vendors/contractors before contract awards.
• Provide administrative support to the Contracting Officer’s input to the Contract Award Committee.
• Assist the Contracting Officer in dispute resolution and proposals for settlements.
• Administer contract files including archiving and destruction.
• Participate in educating customers and bidders to promote good procurement practices and efficient contracting methods.
• Operate an Automated Accounting/Purchasing Application System for requisitions, purchase orders, invoices, receipts, reports, and system maintenance.
• Assist the Contracting Officer in SHAPE Credit Card Programme management.
• Perform other duties as assigned or directed.

Requirements

• At least 2 years of prior contracting experience.
• At least 2 years of professional experience in supplier relationship management.
• Higher Secondary education and intermediate vocational training in supply chain management, commercial and mercantile law, logistics, inventory management, procurement or related discipline which might lead to a formal qualification with 2 years experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 4 years post related experience.
• Experience in executing the full cycle of procurement for simplified procurement is desirable with a minimum of four years in procurement/contracting field.
• Experience in contracting for military or international organizations, as a Buyer or equivalent is desirable.
• Experience in NATO organizations and/or knowledge of NATO procurement directives is desirable.
• Specialized education and training in e-commerce tools, automated accounting systems and procurement applications software (preference may be given to Oracle based applications) is desired.
• Completion of NATO-ACO Contingency Contracting Course or equivalent is desired.
• English language proficiency at SLP 3322 level (Listening, Speaking, Reading and Writing).
• French language proficiency at SLP 3322 level (Listening, Speaking, Reading and Writing).
• Ability to maintain rational thinking and high standard of judgement in financial and legal matters.
• Ability to act with persuasion and diplomacy during negotiations.
• Analytical, imaginative and constructive thinking skills.
• Good judgement on involving senior staff in issue resolution.
• Character, ethics and sound business judgement for working in a Purchasing and Contracting Office.

Skills

• Contracting Experience
• Supplier Relationship Management
• Supply Chain Management
• Commercial Law
• Mercantile Law
• Logistics Management
• Inventory Management
• Procurement
• Full Cycle Procurement
• Military Contracting
• International Organization Contracting
• NATO Procurement Directives
• E-commerce Tools
• Automated Accounting Software
• Procurement Applications Software
• ORACLE Applications
• Contract Administration
• Market Research
• Bidding Procedures
• Financial Viability Assessment
• Negotiation Skills

Languages

English, French