Vendor Management Officer

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.

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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.

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Role ID – C004448

Role Duties and Responsibilities

• On-boarding and off-boarding of service contractors under Advisory and Assistance Services (AAS) and other procurement vehicles if required.
• Drafting, reviewing, and finalizing Statements of Work (SOW) for a variety of service requirements.
• Identifying and recommending the most suitable procurement strategy in line with NATO procurement policies.
• Coordinating with Acquisition, Project Managers, and relevant branches to ensure smooth and compliant vendor selection and contract execution.
• Administering contracts and monitoring performance when required.
• Maintaining and updating the Vendor Management Portal, including templates, guidelines, and vendor data records.
• Producing the monthly Vendor Management newsletter and other communications to stakeholders.
• Preparing analytics, metrics, and reports to support decision- making and ensure transparency.
• Overseeing compliance with procurement rules, contractual obligations, and security requirements throughout the vendor engagement process.
• In addition, the Vendor Manager supports the Smart Sourcing Manager in the development and execution of the NCI Academy's smart sourcing strategy

Essential Skills, Experience and Certifications

• Demonstrated experience in vendor management, procurement, or contract administration, preferably within a similar organizational or industry context.
• Experience working in a cross-functional environment requiring coordination among multiple departments
• Proven record of maintaining compliance and achieving performance outcomes through effective vendor oversight.
• Excellent organizational and analytical skills, with the ability to manage multiple contracts and priorities simultaneously.
• Strong communication and negotiation skills for effective engagement with vendors and internal stakeholders.
• Proficiency in report preparation, data analysis, and documentation for vendor performance and compliance tracking.
• Problem-solving and decision-making skills, with the ability to address operational issues promptly and effectively.
• High attention to detail and accuracy in reviewing contracts, invoices, and vendor documentation

Working Location

• Oeiras, Portugal

Working Policy

• Onsite

Travel

• Some travel to other NATO sites may be required

Security Clearance

Valid National or NATO Secret personal security clearance