Building Maintenance Lead
JOB DETAIL
* Pending budget approval
1. SUMMARY
The Executive Management (EM) Division has the lead role in the overall management of the NATO HQ. The EM Division covers the following directorates: HQ Support and Transformation (HQST), Human Resources (HR), and Information Communication, and Technology Management (ICTM),
Within the HQST, 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 directing and leading the Building Maintenance team within IFM and for the life-cycle management of New NATO Headquarters building, structure and exterior civil works elements.
They are responsible for ensuring the preparation, procurement, planning and execution of all works in the domains of building maintenance and repairs for civil works (interior and exterior), interior works and finishes, and building envelop. They manage and oversee insourced and outsourced resources mobilized for these activities. They work closely with the Workplace and Project Management team, to perform the same activities in the context of recurrent and minor projects, or to provide relevant expertise.
Additionally, they are responsible for establishing and managing building, structure, and exterior civil works maintenance and renovation contracts ensuring the establishment and measurement of the relevant Service Level Agreement (SLA) KPI’s, reviewing costs and continually seeking improvements. They will be managing, tracking, and reporting all Building Maintenance operations, maintenance, renovation, and repair contract budgets in accordance with NATO Financial, Procurement, and Budget regulations.
They coordinate the Section operations with the Technical Services, Space and Project Management, Soft Services and Logistics Sections.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
- possess a university degree relevant for the position (i.e. architecture, civil engineering, etc.);
- have a detailed technical experience gained through a minimum of 3 years’ experience in managing the building maintenance of complex building;
- have experience in project management in building construction and renovation;
- possess experience and be able to direct and supervise a team of technicians from a wide variety of entities (both internal and external);
- demonstrate the capacity to draft technical specifications for calls for bids and bid evaluations for large-scale service contracts domain of building maintenance, renovation or repair;
- possess experience in all aspects of contract management and have a demonstrated capability of managing and monitoring the performance of external service providers;
- have excellent interpersonal, negotiating and communication skills;
- be competent with off-the-shelf analytical tools and software (e.g. MS Excel, Word, Outlook and PowerPoint);
- possess the following minimum 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:
- a good knowledge of Host Nation and European regulations and legislation in the domains of: building regulation, general building standardization, legal inspection requirements and have knowledge of maintenance strategies and standards;
- demonstrate knowledge in sustainable operations;
- have experience of managerial responsibilities in a client support organisation.
- a thorough understanding of the NATO HQ international environment and related business processes;
- project management certification (e.g. prince 2 or PMP);
- a higher level in the second official NATO language;
- knowledge of Dutch;
- flexibility to work outside normal office hours in response to crises and urgent requirements;
- good knowledge of CAD a/o BIM software (Autocad, Revit, etc.)
3. MAIN ACCOUNTABILITIES
Project Management
Participate in any ad hoc projects on the NATO locations, in National Delegation or Partner nations, as well Business continuity initiatives. Act as the project manager for building projects and work closely together with the other services involved in the execution of the project.
Stakeholder Management
Serve as the management interface for all building structure and exterior civil works between the various clients and service providers. Provide direct support to the Office Space and Technical Maintenance domains. Supervise the implementation of health and safety management programs relevant to their Section, as identified by the Health and Safety Officer.
Planning and Execution
Manage and direct the Building services section to ensure that the relevant NATO HQ infrastructure and facilities are fully operational at all time. Outline preventive and corrective maintenance programmes and ensure their execution in order to allow uninterrupted services for the HQ facilities. Conduct business through and make frequent use of the Facility Management Information System platform to manage tasks, projects and document supplier’s performance. Be responsible for the preparation of all necessary internal reports or correspondence and official correspondence related to the activities of their Section. Develop strategies, initiatives, and programs to improve the delivery of insourced and outsourced services. Produce or supervise the production of building maintenance and repair related specifications for call for bids and perform the evaluation of these bids. Direct necessary changes and furnish advice and assistance where deficiencies are noted
People Management
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. Ensure all staff receive adequate professional development and safety training for all aspects of their work.
Organisational Efficiencies
Drive consistent execution of standardised business processes and policies and ensure they are properly disseminated and adopted across the Section. Collaborate with the Head of the Soft Services section within IFM on the regular review of the IFM service catalogue, on the establishment and respect of overall IFM quality control and quality assurance and on technical services related SLA’s and KPI’s.
Financial Management
Be responsible for managing, tracking, and reporting contract budgets in accordance with NATO Financial, Procurement, and Budget regulations. Contribute to the establishment of the Mid-Term Financial Plan and annual budget and be responsible for the execution of the budget under their responsibility.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the head of the unit and works in an autonomous environment at the NATO HQ. They lead a team of 7 building maintenance specialists. They work closely with the Lead, Electronic Security Systems (ESSs)/BMS, the Lead Mechanical, Electricity and Plumbing (MEP) and the IFM Scheduler. They will work closely with the Procurement Service and the NATO Office of Security. They will collaborate with the other services throughout Headquarters Support and Transformation (HQST) and the International Staff (IS) as well as with external contractors and experts as required.
Direct reports: 2
Indirect reports: 5.
5. COMPETENCIES
The incumbent will demonstrate:
- Achievement: Creates own measures of excellence and improves performance.
- Analytical Thinking: Sees multiple relationships
- Change Leadership: Expresses vision for change.
- Clarity and Accuracy: Monitors data or projects.
- Flexibility: Adapts to unforeseen situations.
- Impact and Influence: Takes multiple actions to persuade.
- Initiative: Plans and acts up to a year ahead.
- Leadership: Keeps people informed.
- Organizational Awareness: Understands organisational climate and culture.
- Self-Control: Responds calmly.
- Teamwork: Expresses positive attitudes and expectations of team or team members.
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
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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.
