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Head, Infrastructure and Facilities Management

Building & Facility Management
210501 Requisition #

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.
Under the direction of the Deputy Assistant Secretary General for Headquarters Support and Transformation (DASG, HQST) the incumbent is responsible for the effective provision of infrastructure and facilities management at NATO Headquarters to ensure the assets are managed in a safe, secure, cost-effective and sustainable manner to support current and future NHQ requirements. Accordingly, he/she will have a span of control that affects all aspects of NATO Headquarters’ operations, together with the associated management of assets, financial and human resources, ensuring adequate stakeholders’ management. He/she is responsible for directing and leading the IFM Service, which is a mix of in-house staff and external service providers. 
He/she oversees the service delivery and activity of the various sections within IFM: Space management; Project management; Internal logistics and supplies, including transportation services; Building Maintenance; Technical Services; Business support; Workplace related Health and Safety.

Key challenges facing the successful candidate for Head IFM during the next 3-5 years are likely to include:
-    Develop an asset management system based on life-cycle planning for operating, maintaining, upgrading and disposing of assets in the most cost-effective manner:
-    Introduce new building management, operation and maintenance, and logistic systems and processes;
-    Begin to plan the adaptation of the building to respond to the evolution of business requirements proactively engaging with all stakeholders as the Headquarters’ occupants settle into their new environment and deliver an agreed standard of service;


The incumbent must:

•    possess a university degree in civil engineering, architecture, facility management, or another relevant discipline;
•    possess at least 8 years of professional experience in a construction or facilities-related function or role, including the supervision of a large multicultural team in a wide variety of domains (both internal and external);
•    demonstrate management experience in a client support environment;
•    demonstrate thorough knowledge of all facets of facilities management, construction, life cycle planning and management, maintenance and logistics support;
•    demonstrate a broad exposure and wide range of experiences in project management, contract management and contract negotiations, asset management, risk management, stakeholder management at executive level, budgeting and procurement activities;
•    possess thorough and detailed knowledge of a project management methodology;
•    demonstrate ability to work in a complex multicultural, international Organisation setting;
•    possess the following minimum levels of NATO’s official languages (English/French): VI (“Proficient”) in one; IV (“Upper-Intermediate”) in the other.

The following would be considered an advantage:

•    a professional certification in Project and/or Program Management;
•    experience in construction contract management;
•    experience in managing complex programs/projects, including resource management, within large organisations;
•    working knowledge of Dutch.

Vision and Direction

Develop, communicate and implement a vision for the future development of the section to face the challenges of the future in an ever-changing working environment. Champion change and federate the team around common objectives, ensuring that vision guides the mid and long-term programme of work. Act as a role model of inclusive leadership and promote resilience, flexibility and innovation.
Planning and Execution
Oversee the development of technical specifications for tendering and the qualitative and technical analysis of the bids throughout the entire tendering process and prepare pre-award bid-evaluation reports.

Expertise Development
Be responsible for the delivery and maintenance of a safe, compliant and productive workplace environment that enhances the Organisation’s culture and image and provides highly responsive customer service. Be responsible for the life-cycle management of the infrastructure and technical installations of the NATO HQ campus and ensures IPSAS compliance and reporting to the office of the financial controller. Supervise the health and safety officer and support him/her in the overall coordination of health and safety topics across the different stakeholders in NATO HQ.

Project Management
Oversee the development of environmentally sustainable workplace practices. Oversee the management of building space allocation and lay-outs with a view to an efficient and rational allocation and use of all available space in the Headquarters.

Organisational Efficiencies
Develop and implement an integrated approach to operating, maintaining, improving and adapting the buildings and infrastructure that comprise NATO headquarters in order to create an environment that supports the Organisation’s strategic objectives. This includes cost-effective operations to ensure best value for money and optimized services in line with NATO HQ’s business needs and priorities.

People Management
Lead and direct the staff and manage the human and financial resources of the Service in an efficient and effective manner, including the allocation and review of priorities. Ensure that deadlines are met and changes in priorities are communicated to and understood by the Service. Plan long- and short-term staffing requirements. Contribute to the professional development of staff members by supporting and identifying training and development programmes and initiatives. Lead the development of direct reports and staff through proactive coaching, mentoring and professional development. Set goals and standards for expected performance of staff and monitor performance. Promote integrity, professionalism and accountability through a sound and inclusive leadership culture.

Stakeholder Management
Brief senior leaders, delegations, and committees on all aspects of facilities management. Represent the DASG, HQST, and sometimes the ASG, Executive Management (EM), to Belgian authorities. Manage the relationship and service delivery agreements between IFM and the different occupants of the building through the IFM Service catalogue and the establishment of service level agreements with the occupants. Work closely together with the head of Budget, Planning and Analysis (BPA) on the establishment and regular update of the occupancy agreements. Prepare contingency plans for the effective management of issues that may arise. Inform and collaborate with the NATO Office of Security (NOS) on any new work and procedural changes. Work closely with Belgian authorities to obtain necessary permissions.

Policy Development
Ensure that policies, strategies and standards are developed and implemented for the Service in support of NATO’s objectives.

Representation of the Organization
Represent organisation works to concerned parties. Represent the DASG, HQST, and sometimes the ASG, EM, to Belgian authorities.

Knowledge Management
Determine strategies, initiatives, and programs to improve the delivery of in-sourced and outsourced services; standardised quality control and quality assurance throughout the IFM Service. Give guidance for the design and implementation of quality standards and performance assessment.

Financial Management
Establish and manage, with input from line managers, the annual IFM Service budget and the Medium-Term Financial Plan (MTFP) service budget and provide financial analysis and investment recommendations based on sound life-cycle management. Cooperate with the Office of Financial Controller (OFC)/Procurement to determine the procurement strategy for all facility services.

Perform any other related duty as assigned.

The incumbent reports to the Deputy Assistant Secretary General for Headquarters Support and Transformation and is responsible to him/her for all aspects of his/her Service. In addition, he/she is responsible for the leadership, direction and personnel management of approximately 70 staff members, many of whom are skilled technicians. The incumbent will coordinate with key leaders of NOS regarding integration of security as it applies to infrastructure management, to include issues regarding space management, security assessments, security implications for contractors and outsourced works. He/she will be required to cooperate with Allied Nations' Delegation representatives who are responsible for facility management within NATO HQ and to maintain contact, as required, with certain Belgian Government departments, local authorities, and commercial entities.
Direct reports: 7
Indirect reports: 63.

The incumbent must demonstrate:

•    Achievement: Sets and works to meet challenging goals;
•    Change Leadership: Personally leads change;
•    Conceptual Thinking: Clarifies complex data or situations;
•    Developing Others: Provides in-depth mentoring, coaching and training;
•    Impact and Influence: Uses indirect influence;
•    Initiative: Plans and acts for the long-term;
•    Leadership: Positions self as the leader;
•    Organisational Awareness: Understands organisational politics;
•    Self-Control: Stays composed and positive even under extreme pressure.

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.
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

As part of this application, candidates are kindly requested to attach one MS Word document summarizing their views on the key challenges and how they would address them if selected for the position. Essays should be limited to maximum one A4 page (800 words per page) per challenge.
Candidates are requested to attach their essay to their application on Taleo, by latest 8th August 2021, 23h59 (CET Brussels time).

The title of the attachment must include the vacancy reference 210501 and the words “Key challenges”
Please note that at the time of the interviews, candidates will be asked to provide evidence of their education and professional experience as relevant for this vacancy.

Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidate’s medical file by the NATO Medical Adviser.
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).
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.

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