International Staff, NATO HQ
The role of Infrastructure and Facilities Management (IFM) is to support NATO’s political and decision-making processes by managing and maintaining the NATO Headquarters site. IFM provides the International Staff (IS), International Military Staff (IMS), national Delegations, Partners, independent bodies and all others accommodated at NATO Headquarters, with facility management services. IFM is responsible for the overall management, supervision and technical and financial control of all in-sourced and out-sourced facility, maintenance, transportation and logistics services, major and minor investment projects and asset and inventory management in support of NATO Headquarters functions.
The incumbent is responsible for leading and managing the NATO HQ Workspace solutions and Project Management Section and Programme. He/she is primarily responsible for ensuring building space use and allocation supports NATO Headquarters’ priorities, objectives and facility management and security policies. He/she serves as the IFM management interface with NATO IS, IMS, Delegation and Partner accommodation clients, as well as internal and external service providers, concerning space use and office movement movement projects.
He/she is also responsible for managing building renovation, modification and refurbishment and space related projects at the NATO HQ campus, ensuring coordination and execution of all design, planning and project coordination requirements. He/she is responsible for ensuring that all NATO Headquarters building and technical plans are updated on a regular basis to represent the most current situation and are available for direct incorporation into various facility management, fire safety and security systems.
The incumbent must:
• possess a university degree, with a specialisation in Architecture, Civil Engineering or other related fields;
• have at least 5 years of experience in managing construction projects and space management projects of which at least 3 years in a facility management related function;
• have at least 2 years of managerial responsibilities in a client support organisation;
• have a good knowledge of the Host Nation’s regulations and legislation in the domains of: Building regulation, Fire regulation, Workplace regulations and general Building standardisation;
• have knowledge of building and facility management related software packages, in particular AutoCAD, Building Information Modelling (BIM), , Facility Manageemnt Information Systems (FMISs) and other specialised engineering and architectural software;
• be able to lead and oversee a multidisciplinary and diverse team;
• demonstrate the capacity to draft technical specifications for calls for bids and bid evaluation in the domains of building construction, refurbishment and renovation;
• possess experience in all aspects of contract management and demonstrated capacity to manage and monitor the performance of external service providers;
• have excellent interpersonal, negotiating and communication skills;
• be competent with off-the-shelf tools and software (e.g. MS Excel, Word, Outlook, Powerpoint and Project);
• possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; III (“Intermediate”) in the other.
The following would be considered an advantage:
• a level of IV (“Upper-Intermediate”) in the second official NATO language;
• a good understanding of the NATO entreprise business processes;
• possess project management certification (e.g. Prince 2 or PMP);
• have experience in ‘New Ways of Working’ models and solutions (conception and implementation)
• the flexibility to responde appropiately to crises and urgent requirements.
Coordinate Service Level Agreements (SLAs) with internal service providers in support of moves and space allocation (e.g. the NATO Office of Security (NOS) or the NATO Communications and Information Agency (NCIA)). Oversee the project management of construction and space related projects on the NATO HQ campus (renovations, refurbishment, modifications, etc.), including management of the various internal or external stakeholders. Oversee the project management of construction and technical projects (renovations, modifications, refurbishment, etc.) in the Residence of the Secretary General. Perform life-cycle management, analysis and recommendations on all the NATO-owned equipment dedicated to the delivery of services in his/her portfolio
Ensure that building plans and data managed by the section are captured and updated on a regular basis, and are available for direct incorporation to the various IT systems on site; such as, Computer Aided Design (CAD), Building Data Management System (BIM, Sharepoint, VAULT, FMIS, Fire & Security systems, etc.). Conduct business through and make frequent use of the FMIS platform to manage tasks, projects and document suppliers’ performance.
Drive consistent execution of standardised business processes and policies and ensure they’re properly disseminated and adopted across the Section. Develop programmes and workplace strategy in order to improve the quality of the service and the adequacy between NATO’s needs and working environment. Collaborate with the Head, Business Support within IFM on the annual review of the IFM service catalogue, on the establishment and respect of overall IFM quality control and quality assurance and on technical services SLAs and Key Performance Indicators (KPIs).
Produce or supervise the production of building-related specifications for projects’ calls for bids and perform the evaluation of these bids. Contribute to the establishment of the Medium-Term Financial Plan (MTFP) and annual budget and be responsible for the execution of the budget under his/her responsibility.
Planning and Execution
Design and implement office concepts that meet the business requirements of NATO HQ. Manage and coordinate building space allocation, moves and layouts with a view to an efficient and rational allocation and use of available space at NATO HQ. Establish and manage the furniture and office accessories catalogues and purchase strategy.
Act as the interface at management level between the clients (NATO International Staff (IS), Internatioanl Military Staff (IMS), Nations and Partners) and the service providers involved in space & move management across the Section, as well as across other in-house Sections or external providers (Logistics Section, NOS, NCIA, outsourced contractors, etc.). Supervise the implementation of health and safety management programmes relevant to his/her Section, as identified by the Health and Safety Officer.
Direct and lead the Workspace solutions and Project Management within IFM. Provide management and oversight of the Space & Moves management team and CAD design team. Responsible for the preparation of all necessary internal reports or official correspondence related to the activities of his/her Section. Lead the development of team members through proactive coaching, mentoring and professional development. Set goals and standards for expected performance and monitor performance. Ensure all staff members receive adequate professional development and safety training for all aspects of their work. Promote integrity, professionalism and accountability through a sound and inclusive leadership culture. Perform other related duties as instructed.
• Achievement: Creates own measures of excellence and improves performance;
• Change Leadership: Personally leads change;
• Clarity and Accuracy: Monitors data or projects;
• Conceptual Thinking: Applies learned concepts;
• Flexibility: Adapts own strategy;
• Impact and Influence: Takes multiple actions to persuade;
• Initiative: Plans and acts up to a year ahead;
• Leadership: Promotes team effectiveness;
• Organizational Awareness: Understands organisational climate and culture;
• Self-Control: Responds calmly.
Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years; possibility of renewal for up to three years, during which the incumbent may apply for conversion to an indefinite duration contract. Contract clause applicable: In accordance with the contract policy, this is a post in which turnover is desirable for political reasons in order to be able to accommodate the Organisation's need to carry out its tasks as mandated by the Nations in a changing environment, for example by maintaining the flexibility necessary to shape the Organisation's skills profile, and to ensure appropriate international diversity. The maximum period of service foreseen in this post is 6 years. The successful applicant will be offered a 3-year definite duration contract, which may be renewed for a further period of up to 3 years. However, according to the procedure described in the contract policy the incumbent may apply for conversion to an indefinite contract during the period of renewal and no later than one year before the end of contract. If the successful applicant is seconded from the national administration of one of NATO’s member States, a 3-year definite duration contract will be offered, which may be renewed for a further period of up to 3 years subject also to the agreement of the national authority concerned. The maximum period of service in the post as a seconded staff member is six years. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Régulations.
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