HUBZone HQ Hiring for Contract Support Assistant at Norfolk, VA Full Time

NATO’s Headquarters Supreme Allied Commander Transformation (HQ SACT) Purchase and Contracting (P&C) Mission involves the procurement and contracting activities of NATO Allied Command Transformation (ACT). The primary purpose of the P&C Mission is to facilitate contracting activities supporting HQ SACT.

This mission involves budgeting, financing, and contracting functions, including developing and reviewing contract and acquisition-related documentation, such as procurement processes and internal acquisition procedures. NATO offers contracting opportunities through this mission, and interested parties can explore these opportunities to engage in various projects and activities related to NATO ACT.

This role fills a need to support the HQ SACT P&C Contracting Officers (COs) in their daily activities.

Duties:

Provide direct support to the P&C COs in executing their duties and responsibilities.

• Perform support to contract administration, including creating purchase orders, amendments, and modifications of in-place contracts.
• Review for currency, accuracy, and renewal applicability throughout the contract period.
• Develop and review the contract and acquisition-related documentation, including, but not limited to, confirmation of support letters, acquisition/procurement procedures, contract analysis, sole source justifications, budget, and technical reviews.
• Help develop and review contract and acquisition-related documentation for the P&C Section. This documentation may include internal acquisition/procurement procedures, contract reviews/analyses, sole source justifications, budget reviews, memoranda of understanding/agreement (MOU, MOA), Programs of Work (POWs), and technical reviews.
• This includes liaisoning with the Military/Civilian Sponsors and various branches within HQ SACT for administrative purposes.
• Provide contracting assistance to technical personnel involved in developing Statements of Work (SOWs) for Level of Effort (LOE) or deliverable-based requirements.
• Assist the P&C Team in developing Request for Proposals (RFPs) and contract-specific information. This information shall include, but not be limited to, market research, invoicing, delivery schedules, and payments.
• Assist the COs in preparing contract modifications and supporting documentation for actions such as funding, basis of estimates, period of performance extensions, and admin modifications.
• In line with NATO rules and regulations, prepare and process competitive bidding and other means of quotations for services required to execute the mission.
• Enter contractual info into contract writing system software as required.
• Monitor & evaluate contractor performance for compliance with contract terms/conditions & ensure timely submission of contract deliverables.
• Review completed official contract files to determine all contractual actions are satisfied.
• Distribute contract documents to internal and external parties.
• Reconcile Monthly Invoices for various contracts to ensure on-time payment and receipt of services/goods.
• Become knowledgeable about emerging issues, major initiatives, programs, and requirements of SACT branches for future SOWs and RFP requirements.
• Develop tracking systems for action items and other areas as necessary.
• Provide general office management support, such as typing, document review for format, filing, file maintenance, photocopying, scheduling meetings/rooms, and calendar management.
• Maintain office files within the Windows environment.
• Prepare reports as directed.
• Assist with any other contract and acquisition-related work as directed by the Contracting Officer.

Essential Qualifications:

• At least a completed Bachelor’s Degree in Business Administration, Accounting, Economics, or a related field. Seven (7) years of government/military procurement and contracting experience may be substituted in lieu of a degree.
• Have at least five (5) years of procurement and contracting experience, which must include two (2) years of governmental/military experience. (A combination of financial administration/legal administration/technical writing experience is also acceptable if no direct procurement experience).
• Have at least one (1) year of budget or financial experience working with invoicing, payroll, human resources, or general financial administration.
• Have an understanding of Agile practices and can translate and creatively utilize its methods.
• Are trained in and have used an e-Procurement tool, preferably integrated with an ERP/Financial Management System such as Oracle or SAP.
• Possess excellent written and verbal communication skills in technical and professional English for communication with suppliers and staff.
• Have a proactive mindset and strong facilitation skills
• Demonstrate integrity and act consistently with organizational values
• Demonstrated proficiency in English as defined in STANAG 6001 (Standardized Linguistic Profile (SLP) 3333 – Listening, Speaking, Reading and Writing) or equivalent.
• An Active NATO or National SECRET (or higher) security clearance. Temporary or Interim Clearances will not be accepted.

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