Commercial Coordinator - United Kingdom Defence Procurement Office

Job Category:

Other British Government Departments (Partners across Government, including UK Visas)

Job Subcategory:

MOD (Ministry of Defence)

Job Description (Roles and Responsibilities) 1 

Main Purpose of Job:

The British Government’s Embassy in Washington DC has an exciting opportunity for an enthusiastic and proactive person to join the United Kingdom Defence Procurement Office (UKDPO) as a Commercial Coordinator. This opportunity is a rewarding role which supports development of the special relationship between the UK and the US, assisting work at the forefront of international procurement.

The UKDPO is a diverse team of commercial, trade, shipping & licensing officers specialising in acquisition of technology, equipment, data/information, and services from the USA.

The US Network offers a unique career enhancing opportunity and is committed to supporting its staff through a variety of benefits including generous leave, insurance packages and a highly competitive 401k programme.  It also promotes a culture of flexibility which enables people to better maintain wellness through an excellent work/life balance approach that encompasses hybrid working, including working from home and flexible hours, where possible.  In this role you would be working in a diverse international environment supporting UK diplomats, armed forces personnel and other country based staff operating across the British Government’s network of Consulates and Government Offices in the United States. This network provides a platform for approximately 30 Government departments and agencies to conduct their work in the United States and is made up of over 900 staff with a rich and diverse background, skill sets, and experiences.

The candidate will be responsible for administration of the Commercial portfolio, primarily supporting procurement and management of contracts for goods and services required by UK personnel across North America (North American Footprint).  The Commercial Co-ordinator will be relied on to provide accurate procurement advice to internal and external stakeholders in a professional manner.

The ideal candidate will be a pro-active team player and effective communicator with strong attention to detail. They should be able to work across multiple priorities with numerous diverse stakeholders to meet common goals efficiently.

Roles and Responsibilities:

• Provision of advice and guidance to various stakeholders in accordance with Commercial policy.
• Responsible for active Contract Management; tracking progress and delivery, identification of issues and successes, finding resolutions and enforcing Contract terms and conditions.
• Support the Commercial Officer and Commercial Manager with the existing commercial portfolio as well as with procurement activities throughout the acquisition cycle; assisting with requirement setting, market research, creation of procurement strategies and tender documentation, review of proposals and negotiations.
• Lead on procurements and negotiations for low value (-$50k) North American Footprint within personnel delegation.
• Attendance, participation and contribution to internal and external contract/programme reviews.
• Administrative support to the Commercial and wider team’s portfolio; including maintenance of the Oracle based commercial and financial systems (O11i), invoice processing, record keeping, electronic contract filling and planning.
• Shall lead review, clarification and negotiations of quotations for ad-hoc tasks and orders placed on existing contracts where pricing is already agreed.
• Work alongside the Legal Attaché to record and process Patent Applications as they are received.
• Support to wider Defence Acquisition & Technology (DAT) team where required, including occasional cover support to the Minister Counsellor to assist with meeting arrangements and diary management, as well as some broader support activities to the team.

Resources Managed:

The DCS Co-ordinator does not have line management responsibilities.

Essential qualifications, skills and experience 1 

• Relevant administrative experience, preferably in a commercial/procurement environment.
• Good oral, written and interpersonal communication skills
• Strong attention to detail
• Intermediate understanding of Microsoft Office packages (Word, PowerPoint, Excel etc.) in addition to use of Oracle based data management systems.
• Strong organisation skills with ability to prioritise tasks effectively.
• Under US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents or A visa holders with EAD cards*. If you hold a visa other than an A visa you are not currently eligible to work at our office. Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa. All selected candidates are subject to background checks and will require a security clearance prior to starting work. • A visas are acceptable at the Embassy and Consulates. The UK Mission to the UN (UKMIS) accepts G visas, and British Defence Staff (BDS) outposts accept A or NATO visas

Desirable qualifications, skills and experience 1 

• Previous experience working within an Embassy or for His Majesty’s Government
• Procurement and Contract Management experience

Required behaviours 1 

Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Working Together

Application deadline 1 

4 October 2023

Grade 1 

Administrative Officer (AO)

Type of Position 1 

Full-time, Permanent

Working hours per week 1 

40

Region 1 

Americas, Caribbean & Overseas Territories

Country/Territory 1 

United States

Location (City) 1 

Washington

Type of Post 1 

British Embassy

Number of vacancies 1 

1

Salary Currency 1 

USD

Salary 1 

$22.69/hr

Start Date 1 

20 November 2023

Other benefits and conditions of employment 1 

Learning and Development Opportunities:

The British Embassy and its US Network is committed to all employee’s ongoing learning and development needs. We offer a comprehensive platform for personalised learning for everything from soft skill development (communicating with impact, handling difficult conversations, time management) to more technical or professional skills necessary to complete your job (software training, formal qualifications etc.).

The UK Government operating in the US offers a substantial benefits package including generous leave, a choice of medical insurance, 401(k) matching up to 7%, extensive learning opportunities and a great work/life balance.

Working Patterns:

This role is 40 hours a week.

The British Embassy and its US Network embraces hybrid working. Although this role requires regular office attendance, there is the option to work from home on occasions. We are an organization that also recognises the critical value of teamwork, and we embrace and endorse collaboration by ensuring that all staff attend the office flexibly yet regularly. 

Additional information 1 

Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6-12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.

Internal candidates must inform their supervisor before they apply to a different position.

Only successful candidates will be contacted. Please no phone calls. Due to the high volume of resumes we receive, we cannot guarantee consideration of your application if the submission instructions are not properly followed.

The British Embassy is committed to a policy of equal opportunities and to creating a diverse working environment, free from discrimination, where everyone is included and treated fairly, based on merit alone. We are an equal opportunity employer, making all employment decisions without regard to race, gender, gender identity, religion, national origin, citizenship, disability, age, sexual orientation, political affiliation or any other criterion protected by law.