Soft Services Facility Coordinator

🔍 Belgium

New

📁: Management and Operations Support

📅   : 250502 Requisition #

INFO-SESSION ON THE VACANCY AND RECRUITMENT PROCESS

NATO IS is organising an info-session webinar on the recruitment process for the Soft Services Facility Coordinator (G10/G12) post. This will take place on 15/04/2025 at 4pm CET. This will be the opportunity for applicants and professionals to gain more insight into the steps of the recruitment process and to have the opportunity to ask questions to the Talent Acquisition Service. The Hiring Team will also share more details regarding the responsibilities of the position and concrete tasks of this post.

Please register using the following link: https://us06web.zoom.us/webinar/register/WN_-bgbhQm3QN6WaTcLMkrDbQ

1. SUMMARY

Within the Executive Management division (EM), 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 Soft Services section is part of IFM and is responsible for the provision of the catering, cleaning, waste, retail, helpdesk, events coordination and exterior ground maintenance service at the NATO Headquarters.

The incumbent assists the Head, Soft Services in the establishment of contract technical specifications, technical work requirements, and performance criteria for service delivery in the domains of the soft services (catering, cleaning, retail, exterior ground maintenance, waste). They assist the Head, Soft Service for contract lifecycle management, ensuring that service providers and suppliers meet contract performance requirements in terms of quality, quantity, schedule, cost/price, and invoicing. The incumbent supervises the implementation of changes or specific projects for Soft Services’ contractors. They furthermore assure coordination with the NATO Office of Security (NOS) and Health and Safety Officer to guarantee contract compliance with all Security and Health and Safety rules. The incumbent is also responsible for all marketing related communication for internal commercial contractors and communication to all NATO staff related to Soft Services’ activities.

2. QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must:

possess higher secondary education degree with 6 years of relevant experience in soft services’ environment, in large scale companies or public administration OR upper vocational training/ post-secondary degree in facilities, building or real estate sector with 3 years of relevant experience;
have proven experience in contract management;
have proven sufficient technical knowledge to follow up on soft services projects, contracts or issues;
demonstrate the capacity to analyze and establish requirements and problems, to work-out a quick fix with the contractors if required;
be competent with off-the-shelf analytical tools and software (e.g., MS Excel, Word and PowerPoint);
have good writing skills;
possess the following levels of NATO’s official languages (English/French): V (” Advanced”) in one; III (“Intermediate”) in the other.DESIRABLE

The following would be considered an advantage:

experience in soft services with multicultural customers;
experience in marketing communication;
experience working in a fast-paced environment;
experience working in project management.

3. MAIN ACCOUNTABILITIES

Expertise Development

Manage, track, and report on supplier performance throughout the contract lifecycle to ensure that service providers and suppliers meet contract performance requirements in terms of quality, quantity, schedule, cost/price, and invoicing. Manage complaints and coordination between contractors and NATO staff. Work on department guidelines and standard procedures, writing statement of works related to Soft Services’ contracts and coordinate with relevant offices and divisions (i.e. Office of Financial Control, NOS, etc.). Formalize service provider and supplier guidance and instructions under the supervision of the Head, Soft Services.

Project Management

Organize, plan, schedule and coordinate activities, de-conflicting activities with other NATO service providers and affected building occupants. Actively plan and manage soft services’ projects across the NATO HQ, including improvement and change projects. Be the point of contact for project follow-up and remediation of all Soft Services related day to day services and projects. Manage implementation / change projects for soft services contractors from conceptual development of the project until its start. Assure proper initiation of internal processes for invoicing and billing and review invoices for compliance with quantity and quality of the performed works or services.

Stakeholder Management

Assure coordination with the NOS, Health and Safety Officer and other IFM related sections, to guarantee works compliance with all security and health and safety rules during works execution. Communicate with external service providers to ensure clear identification and application of applicable contractual requirements and results. Work with the contractor to organize marketing or events towards the internal customers in order to improve the commercial visibility. Provide effective front desk service for all internal and external customers/contractors.

Information Management

Prepare all necessary internal and official correspondence required for the preparation, coordination and execution of soft services activities.

Perform any other related duty as assigned.

4. INTERRELATIONSHIPS

The incumbent reports to the Head, Soft Services and works in an autonomous environment at the NATO HQ. They work closely with the other IFM entities, NOS and other relevant NATO staff.

Direct reports: N/A

Indirect reports: N/A

5. COMPETENCIES

The incumbent must demonstrate:

Achievement: Works to meet standards;
Analytical Thinking: Sees basic relationships;
Clarity and Accuracy: Checks own work;
Conceptual Thinking: Sees patterns based on life/work experience;
Customer Service Orientation: Takes personal responsibility for correcting problems;
Empathy: Reads non-verbal cues and understands meanings;
Impact and Influence: Takes multiple actions to persuade;
Initiative: Is decisive in a time-sensitive situation;
Teamwork: Cooperates.

6. CONTRACT

Contract to be offered to the successful applicant (if non-seconded): Definite duration contract of three years’ duration; possibility of an indefinite duration contract thereafter.

Contract clause applicable:
In accordance with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an indefinite duration 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 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 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, 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. 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.

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 generative artificial-intelligence (AI) tools, including and without limitation to chatbots, such as Chat Generative Pre-trained Transformer (Chat GPT), or other language generating 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 generative or creative AI applications may be rejected without further consideration at NATO’s sole discretion, 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.