Space Planner/Project Manager
JOB DETAIL
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 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.
Under the supervision of the Head, Workplace solutions and Project Management, the incumbents are responsible for planning and coordinating office space and movement projects in support of the International Staff (IS), International Military Staff (IMS), National Delegations, Partners and NATO Agencies accommodated at the NATO HQ.
They are 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. Furthermore, they will be responsible for the coordination, scheduling and execution of other architectural projects within the HQ premises, to adapt facilities to new business needs, to support special events, to improve the comfort and quality of workspaces, or to correct deficiencies.
They are in 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.
They work closely with the (Facilities Information Management (FIM) team, to ensure that all as built documentation (architectural, technical and space occupancy related) is captured on time and in the right format.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
- Possess a University degree in architecture, interior architecture, civil engineering or a related discipline;
- Have at least 3 years of professional experience in office moves and space management projects in a large organisation or company;
- Demonstrate at least 3 years of professional experience in the management of projects and construction works, more specifically fit-out works, refurbishment or renovation;
- Demonstrate design skills, and the capacity to draft drawings and technical specifications for calls for bids in the domains of building construction, refurbishment and renovation;
- Have excellent knowledge of Computer-Aided Design (CAD) Software (e.g. AutoCAD);
- Have a good knowledge of creative and publishing software in the context of presentations to customers (e.g. Adobe Photoshop, InDesign, etc.);
- Possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one and III (“Intermediate”) in the other.
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;
- have experience in temporary and events facilities project management.
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 FIM Team and Leads of Building Maintenance and Technical Services.
Direct reports: N/a
Indirect reports: N/a.
5. COMPETENCIES
The incumbent must demonstrate:
- Achievement: Works to meet standards;
- Analytical Thinking: Sees multiple relationships;
- Clarity and Accuracy: Checks own work;
- Conceptual Thinking: Applies learned concepts;
- Customer Service Orientation: Takes personal responsibility for correcting problems;
- Empathy: Is open to others’ perspectives;
- Impact and Influence: Takes multiple actions to persuade;
- Initiative: Is decisive in a time-sensitive situation;
- Teamwork: Solicits inputs and encourages others.
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.
