Principal Contracting Assistant

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.

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.

Role ID – C005033

Role Background

The NCI Agency is looking for a Principal Contracting Assistant to work under the direction of the Principal Contracting Officer, managing a high volume of procurement activity across competitive and sole-source processes. This is a hands-on contracting role covering everything from solicitation through award and contract administration, supporting internal customers and reporting into ACQ and NCI Agency governance.

Role Duties and Responsibilities

• Manage the full competitive and sole-source procurement process: drafting, coordinating and releasing solicitations, evaluating and analysing bids, leading discussions with bidders, and awarding contracts in line with Agency procurement procedures.
• Coordinate and liaise with contractors to ensure compliance and timely delivery of contract tasks.
• Process a high volume of Requests for Quotations (RFQs) and Purchase Orders (POs), often to tight timelines.
• Handle contract administration, including changes and amendments.
• Review business cases and determine the appropriate procurement route (e.g. open market vs. collaborative framework).
• Investigate, resolve or escalate procurement-related issues.
• Implement supplier service improvement actions and programmes.
• Support internal customers on procurement matters and contribute high-quality, timely input to ACQ and NCI Agency reporting.
• Keep the line manager informed of problems and concerns.

Essential Skills, Experience and Certifications

• Higher vocational training in a relevant discipline with 4 years' post-related experience, or a secondary educational qualification with 6 years' post-related experience.
• Knowledge of monitoring and maintaining financial records for compliance and audit purposes.
• Knowledge of appropriate procurement methods, with experience on high-value, high-volume framework-type service contracts.
• Demonstrated knowledge of competitive and sole-source procurement procedures, price analysis techniques, contract law, contract administration and industrial practices.
• Experience procuring software licences and familiarity with different licensing models (perpetual and subscription).
• Ability to work responsibly and independently.
• Strong written and spoken English

Desirable Skills, Experience and Certifications

• NATO procurement knowledge and experience.
• Experience working in the public sector.
• Prior experience in an international environment spanning both military and civilian elements.
• Knowledge of NATO's responsibilities and organisation.

Working Location

• Brussels, Belgium

Working Policy

• Full-time on site

Travel

• Occasional business travel to NCIA The Hague, up to 4 times per calendar year.

Security Clearance

• Valid National or NATO Secret personal security clearance