Workspace Planner and Project Manager

1. SUMMARY
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 (HQ) 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.
Under the supervision of the Head, Workspace solutions and Project Management, the incumbent is responsible for managing workplace related projects in support of the International Staff (IS), International Military Staff (IMS), National Delegations, Partners and NATO Agencies accommodated at the NATO HQ.
He/she is responsible for the coordination, scheduling and execution of office moves and space management projects (from regular moves to large-scale reorganisations), including associated office spaces layout adaptations and renovations.
He/she is responsible for the coordination, scheduling and execution of other architectural projects within the HQ premises, to adapt facilities to new business needs, to improve the comfort and quality of workspaces, or to correct deficiencies.
He/she is direct contact with customers (from the working level, to the senior leadership), with support, implementation and maintenance teams, and with IFM leadership, to validate the conformity and feasibility of the requests, and to ensure swift implementation.
He/she works closely with the CAD/BIM team of the Space & Project Management Section, to ensure that all as built documentation (architectural, technical and space occupancy related) is captured on time and in the right format.

DESIRABLE
The following would be considered an advantage:

• have experience in new way of working models and solutions (conception and implementation);
• possess a good understanding of the NATO HQ international environment and structure;
• have a good knowledge of Building Information Modelling (BIM) solutions and a good knowledge of Facilities Management Information Systems (FMISs), such as PLANON or ARCHIBUS.
  

3. MAIN ACCOUNTABILITIES

Project Management
Plan and coordinate office movements of the International Staff (IS), International Military Staff (IMS) and NATO Agencies, as well as for punctual National Delegation or Partners Missions;’ individual requests and larger entities’ moves. Plan and coordinate specific building construction, refurbishment and renovation project. Coordinate and perform the scheduling of moves or works and ensure that the appropriate in-house and/or external staff and resources (including ICTM, Security, etc.) are available to meet the established timeline of the scheduled activities across the Organization.

Expertise Development
Support the Head, Workspace solution and Project Management in reviewing and updating various Procedures, Policies and Service Level Agreements (SLAs) related to office moves and space occupancy continuous improvement. Apply expertise, interpret existing policies and advise others on best practice.

Knowledge Management
Ensure support to the Head of Section using lessons learnt and feedback from the field, regular activity reports and monitoring systems. Initiate the research and collection of data for knowledge management systems within own area of expertise.

Information Management
Collaborate with the CAD/BIM team, in order to manage and update the As Built documentation, the space occupancy database and plans, using FMIS, CAD tools, and internal processes.

Stakeholder Management
Prepare office space occupation proposals and project proposals based on client requests and requirements. This includes project management tasks such as office renovation/repair requirements, options, and estimates associated with office moves and refurbishments.

Perform any other related duty as assigned.

4. INTERRELATIONSHIPS
The incumbent reports to the Head, Workspace solutions and Project Management and coordinates regularly with the IFM CAD/BIM Team and Heads of Building Maintenance , Technical Service, Logistics Service, Business Support.
Direct reports: N/a
Indirect reports: N/a.

6. CONTRACT

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.

NOTE: Irrespective of previous qualifications and experience, candidates for twin-graded posts will be appointed at the lower grade. Advancement to the higher grade is not automatic, and will not normally take place during the first three years of service in the post.
Under specific circumstances, serving staff members may be appointed directly to the higher grade, and a period of three years might be reduced by up to twenty four months for external candidates. These circumstances are described in the IS directive on twin-graded posts.

7. RECRUITMENT PROCESS

8. ADDITIONAL INFORMATION

NATO is committed to diversity and inclusion, and strives to provide equal access to employment, advancement and retention, independent of gender, age, nationality, ethnic origin, religion or belief, cultural background, sexual orientation, and disability. NATO welcomes applications of nationals from all member Nations, and strongly encourages women to apply.

Building Integrity is a key element of NATO’s core tasks. As an employer, NATO values commitment to the principles of integrity, transparency and accountability in accordance with international norms and practices established for the defence and related security sector. Selected candidates are expected to be role models of integrity, and to promote good governance through ongoing efforts in their work.

Due to the broad interest in NATO and the large number of potential candidates, telephone or e-mail enquiries cannot be dealt with.

Applicants who are not successful in this competition may be offered an appointment to another post of a similar nature, albeit at the same or a lower grade, provided they meet the necessary requirements.

The nature of this position may require the staff member at times to be called upon to travel for work and/or to work outside normal office hours.

The organization offers several work-life policies including Teleworking and Flexible Working arrangements (Flexitime) subject to business requirements.

Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment.

For information about the NATO Single Salary Scale (Grading, Allowances, etc.) please visit our website. Detailed data is available under the Salary and Benefits tab.