1. SUMMARY

The NATO Representation to Ukraine (NRU) facilitates political and military dialogue and co-operation between the Alliance and Ukraine, as well as coordinating NATO’s practical support to Ukraine.

Within the Finance and Support Services, the Officer, Facilities Management and Workspace is responsible for supporting the effective planning, coordination, and delivery of general services, workspace management, ongoing and future construction projects, and facility upgrade activities within the NATO Representation to Ukraine premises.

2. QUALIFICATIONS AND EXPERIENCE

The incumbent must:

·have a university degree in engineering, architecture, or another relevant discipline;

·possess a minimum of 5 years’ experience in project management and/or supervising infrastructure projects in complex environments;

·have certification in project management (PMP, PRINCE2, or equivalent) with budget management skills;

·have the ability to read and/or develop technical documents and drawings related to infrastructure projects;

·possess the following minimum levels of NATO’s official languages: Advanced (Level V) in one; Beginner (Level I) in the other.

The following would be considered an advantage:

·experience in managing construction and/or renovation of office buildings and an understanding of security standards;

·good knowledge of Ukrainian construction regulations and health, safety and security norms;

·knowledge of procurement procedures and security related directives either at the NATO level or in a national / international environment.

3. MAIN ACCOUNTABILITIES

Project Management. Support the planning, coordination and monitoring of facility upgrade projects within the NRU. Oversee day-to-day project activities, ensuring that tasks are completed according to set deadlines and project specifications. Contribute to short-term work plans, ensuring that project timelines and deliverables are aligned with overall NRU objectives.

Financial Management. Manage contracts with selected vendors, ensuring compliance with terms, timelines, quality standards, and NATO safety and security policies. Lead the end-to-end procurement process, from tender preparation (including technical specifications) to contract award, in line with NATO procurement guidelines and NATO site safety and security policies. Oversee budget forecasting and financial reporting related to infrastructure projects.

Planning and Execution. Coordinate the day-to-day management of office space, workplace support and the practical logistical support for the effective functioning of the Office. Coordinate routine maintenance, repairs, cleaning, utilities, and building-related service requirements.

Expertise Development. Assess project needs and provide recommendations for improvement in construction and infrastructure management processes. Share knowledge and best practices across the team for the improvement of NRU operations. Provide regular progress reports to the NRU and NATO HQ, highlighting risks and proposing mitigation strategies.

Perform any other related duties as assigned.

4. INTERRELATIONSHIPS

Reporting Line: The incumbent reports to the Head Finance and Support Services.

Interactions: The incumbent acts as the primary liaison between the NRU, NATO Headquarters, local authorities, contractors, and building companies on all construction-related matters. The incumbent also liaises with building management and service providers to resolve facilities-related issues.

Direct reports: 3 (1 IS, 2 LES)

Indirect reports: 2 (2 LES)

5. COMPETENCIES

The incumbent must demonstrate:

·Achievement: Creates own measures of excellence and improves performance.

·Analytical Thinking: Sees multiple relationships.

·Clarity and Accuracy: Monitors others’ work for clarity.

·Conceptual Thinking: Applies learned concepts.

·Customer Service Orientation: Makes things better for the customer, addressing underlying customer needs.

·Impact and Influence: Uses indirect influence.

·Initiative: Is decisive in a time-sensitive situation.

·Teamwork: Solicits inputs and encourages others.

6. CONTRACT
Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of one year; possibility of 2 renewals for up to 1 year (1 year 1 year 1 year).
Contract clause applicable:
This post is required for a limited period to support the NRU.  As employment in this post is of limited duration, the successful applicant will be offered a definite duration contract of one year, which may be renewed for two periods of up to one year if required to support this project.
If the successful applicant is seconded from the national administration of one of NATO’s member States, a one-year definite duration contract will be offered, which may be renewed for two periods of up to one year if required to support this project, and subject also to the agreement of the national authority concerned.
Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.
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.
Under specific circumstances, serving staff members may be appointed directly to the higher grade. These circumstances are described in the IS directive on twin-graded posts.

7. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS

Please note that we can only accept applications from nationals of NATO member countries. Applications must be submitted using e-recruitment system, as applicable:

  • For NATO civilian staff members only: please apply via the internal recruitment portal (link);
  • For all other applications: www.nato.int/recruitment

Before you apply to any position, we encourage you to click here and watch our video providing 6 tips to prepare you for your application and recruitment process.

Do you have questions on the application process in the system and not sure how to proceed? Click here for a video containing  the information you need to successfully submit your application on time.

When submitting your application, please ensure that your Taleo Candidate Profile is updated and that your CV is correctly uploaded in the Taleo attachments section.

More information about the recruitment process and conditions of employment, can be found at our website (http://www.nato.int/cps/en/natolive/recruit-hq-e.htm)

Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate), approval of the candidate’s medical file by the NATO Medical Adviser, verification of your study(ies) and work experience, and the successful completion of the accreditation and notification process by the relevant authorities.

NATO will not accept any phase of the recruitment and selection prepared, in whole or in part, by means of reference documents without proper quotes (plagiarism), or any tools available on internet, including but not limited to translation facilities, or generative artificial-intelligence (AI) tools. NATO reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such tools will be rejected without further consideration, and NATO reserves the right to take further steps in such cases as appropriate.

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.

NATO is committed to fostering an inclusive and accessible working environment, where all candidates living with disabilities can fully participate in the recruitment and selection process. If you require reasonable accommodation, please inform us during your selection process.

Candidates will be required to provide documented medical evidence to support their request for accommodation.

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.

NATO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. For more info please click here.

At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.