NOTIFICATION OF AN A GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY

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1 NOTIFICATION OF AN A GRADE VACANCY NATO INTERNATIONAL STAFF OPEN TO NATIONALS OF NATO MEMBER STATES ONLY LOCATION: NATO Headquarters, Brussels, Belgium DIVISION: EXECUTIVE MANAGEMENT HQ SUPPORT AND TRANSFORMATION INFRASTRUCTURE AND FACILITIES MANAGEMENT SPACE MANAGEMENT AND PROJECT MANAGEMENT TITLE: Space Planner/Move Manager GRADE: A1/A2 1 SECURITY CLEARANCE: NS VACANCY N : SUMMARY 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 outsourced 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, Space Management, the incumbent is 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. He/she is responsible for the coordination, scheduling and execution of office moves and space management projects, including associated office renovation and repair requirements and options, ensuring that all appropriate internal and external staff and resources are available to perform the scheduled works. 1 This post is currently grade A2 level and is proposed to be downgraded to A1/A2 level, subject to budgetary approval. -1-

2 He/she is responsible for managing and updating the NATO HQ space occupancy database and plans and, in coordination with the IFM Computer aided design (CAD) team, ensures that all project related technical, facility, and architectural plans are prepared and updated in accordance with NATO CAD standards. 2. QUALIFICATIONS AND EXPERIENCE ESSENTIAL The incumbent must: possess a University degree in architecture, interior architecture or a related discipline; have at least 3 years of professional experience in relevant Space allocation and Move management in a large organisational environment; demonstrate good knowledge of small projects and construction works management, more specifically fit-out works, refurbishment or renovation; have excellent knowledge of Computer-Aided Design (CAD) Software (e.g. AutoCAD) and a good knowledge of Facilities Management Information Systems (FMISs), such as PLANON; possess a thorough understanding of the NATO HQ international environment and related business processes and demonstrate the capability to work effectively within that environment; possess knowledge of the NATO HQ organisational structures and procedures; 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: a Prince2 Foundation and/or Practitioner Certificate. 3. MAIN ACCOUNTABILITIES Information Management Manage and update the space occupancy database and plans, using FMIS and CAD tools, in coordination with the CAD team and external stakeholders (Human Resources (HR), Information Communication Technology Management (ICTM), etc.). Expertise Development Support the Head, Space Management and Project Management in reviewing and updating various Procedures, Policies and Service Level Agreements (SLAs) related to office movement and space occupancy (continuous improvement). Knowledge Management Ensure support to the Head of Section using lessons learnt and feedback from the field, regular activity reports and monitoring systems. -2-

3 Project Management Plan and coordinate office movements with affected offices of the International Staff (IS), International Military Staff (IMS) and NATO Agencies, as well as for punctual National Delegation or Partners Missions requests; from individual requests to larger entities moves. Coordinate and perform the scheduling of moves 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. Stakeholder Management Prepare office space occupation proposals based on client requests and requirements. This includes project management tasks such as office renovation/repair requirements, options, and estimates associated with the office move. Perform any other related duty as assigned. 4. INTERRELATIONSHIPS The incumbent reports to the Head, Space Management and Project Management and coordinates regularly with the IFM CAD Team and Heads of Building Maintenance and Technical Service. Direct reports: N/a Indirect reports: N/a. 5. COMPETENCIES The incumbent must demonstrate: Achievement; Analytical Thinking; Clarity and Accuracy; Conceptual Thinking; Customer Service Orientation; Empathy; Impact and Influence; Initiative; Teamwork. 6. CONTRACT 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. -3-

4 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 3-year period. 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 Regulations. 7. HOW TO APPLY: Applications must be submitted using one of the following links, as applicable: For NATO civilian staff members only: please apply via the internal recruitment portal (for more information, please contact your local Civilian HR Manager); For all other applications: ADDITIONAL INFORMATION: Due to the broad interest in NATO and the large number of potential candidates, telephone or enquiries cannot be dealt with. 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. 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. Please note that we can only accept applications from nationals of NATO member countries. -4-

5 NATO as an employer values diverse backgrounds and perspectives and is committed to recruiting and retaining a diverse and talented workforce. NATO welcomes applications of nationals from all Member States and strongly encourages women to apply. Please note that the International Staff at NATO Headquarters in Brussels, Belgium is a non-smoking environment. -5-

6 NOTIFICATION DE LA VACANCE D'UN POSTE DE GRADE «A» SECRÉTARIAT INTERNATIONAL DE L'OTAN POSTE OUVERT AUX SEUL(E)S RESSORTISSANT(E)S DES ÉTATS MEMBRES DE L'OTAN LIEU D'AFFECTATION : Siège de l OTAN (Bruxelles Belgique) DIVISION : GESTION EXÉCUTIVE SOUTIEN ET TRANSFORMATION DU SIÈGE GESTION DES INFRASTRUCTURES ET DES INSTALLATIONS AMÉNAGEMENT DES ESPACES ET GESTION DES PROJETS INTITULÉ : Planificateur/Planificatrice (aménagement des espaces) Gestionnaire (déménagements) GRADE : A.1/A.2 2 HABILITATION DE SÉCURITÉ : NS POSTE VACANT N o : RÉSUMÉ Le Service Gestion des infrastructures et des installations (IFM) a pour mission de soutenir les processus politiques et de prise de décisions de l OTAN en assurant la gestion et la maintenance du site du Siège. L IFM fournit des prestations multiservices/multitechniques (facility management) au Secrétariat international (SI), à l'état-major militaire international (EMI), aux délégations des pays membres et des pays partenaires, aux organismes indépendants, ainsi qu à toutes les autres entités implantées au siège de l'otan. L IFM est chargé d assurer la gestion globale, la supervision et le contrôle technique et financier de l'ensemble des services internes et externalisés de gestion, de maintenance, de transport et de logistique, ainsi que des petits et grands projets d'investissement. Il est également responsable de la gestion des actifs et des stocks nécessaires au soutien des différentes fonctions du Siège. Sous la supervision du/de la chef du Service Aménagement des espaces, le/la titulaire du poste est responsable de la planification et de la coordination des projets d'aménagement et de déménagement de bureaux à l'appui du SI, de l'emi, des délégations des pays membres et des pays partenaires et des agences de l'otan implantées au siège de l'otan. 2 Il s agit actuellement d un post de grade A2, qu il est proposed ramener au grade A1/A2, sous reserve d approbation par les autorités budgétaires. -6-

7 Il/Elle est chargé(e) de coordonner, de planifier et de mettre en œuvre les projets de déménagement de bureaux et d'aménagement des espaces, y compris les éventuels travaux de rénovation et de réparation correspondants, en veillant à ce que tout le personnel et toutes les ressources nécessaires soient disponibles en interne et en externe pour exécuter les travaux prévus. Il/Elle est chargé(e) de gérer et d'actualiser la base de données et les plans d'occupation des espaces du siège de l'otan et, en coordination avec l'équipe CAO de l'ifm, il/elle veille à ce que tous les plans techniques, d'architecture et d'aménagement relatifs à un projet soient établis et actualisés suivant les normes CAO de l'otan. 2. QUALIFICATIONS ET EXPÉRIENCE ACQUIS ESSENTIELS Le/La titulaire du poste doit : avoir un diplôme universitaire en architecture, en architecture d'intérieur, ou dans une discipline apparentée ; avoir au moins trois ans d'expérience professionnelle utile dans les domaines de l'affectation des espaces et de la gestion des déménagements au sein d'une grande organisation ; justifier d'une bonne connaissance de la gestion de petits projets et de travaux de construction, plus particulièrement des travaux d'aménagement intérieur, de réfection ou de rénovation ; avoir une excellente connaissance des logiciels de conception assistée par ordinateur (CAO) (p. ex. AutoCAD) et une bonne connaissance des systèmes de facility management (FMIS) (p. ex. PLANON) ; avoir une connaissance approfondie de l environnement international du siège de l OTAN et de ses processus métiers, et se montrer capable de travailler efficacement dans cet environnement ; connaître la structure et les procédures du siège de l OTAN ; avoir au minimum le niveau de compétence V («avancé») dans l'une des deux langues officielles de l'otan (anglais/français), et le niveau III («intermédiaire») dans l'autre. ACQUIS SOUHAITABLES Serait considérée comme un atout : une certification Prince 2 Foundation et/ou Practitioner. 3. RESPONSABILITÉS PRINCIPALES Gestion de l'information Gère et actualise la base de données et les plans relatifs à l'occupation au moyen des outils FMIS et CAO, en coordination avec l'équipe CAO et des intervenants externes -7-

8 (Ressources humaines (RH), Gestion de l'information, des communications et des technologies (ICTM), etc.). Développement de l'expertise Prête son concours au/à la chef (aménagement des espaces et gestion des projets) pour l'examen et l'actualisation des diverses procédures et politiques et des divers accords sur les niveaux de service (SLA) en rapport avec les déménagements de bureaux et l'occupation des espaces (amélioration continue). Gestion des connaissances Fait en sorte d'aider le/la chef de la Section en utilisant pour ce faire les retours d'expérience et d'information du terrain, des rapports d'activité réguliers, et des systèmes de suivi. Gestion de projet Planifie et coordonne les déménagements avec les bureaux concernés du SI, de l'emi et des agences de l'otan, et répond aux demandes ponctuelles des délégations des pays membres et des pays partenaires, qu'il s'agisse de demandes individuelles ou de demandes émanant d'entités plus grandes. Coordonne et planifie les déménagements et veille à ce que le personnel et les ressources internes et/ou externes nécessaires (notamment l'ictm, le NOS, etc.) soient disponibles de manière que les délais fixés pour les activités prévues puissent être respectés dans toute l'organisation. Gestion des parties prenantes Établit des propositions pour l'occupation des bureaux suivant les demandes et les besoins des clients. S'occupe notamment de gérer les demandes de rénovation/réparation de bureaux, de proposer des solutions et d'établir des estimations chiffrées liées aux déménagements. S'acquitte des autres tâches en rapport avec ses fonctions qui pourraient lui être confiées. 4. STRUCTURE ET LIAISONS Le/La titulaire relève du/de la chef (aménagement des espaces et gestion des projets) et assure une coordination régulière avec l'équipe CAO de l'ifm et le/la chef (maintenance des bâtiments) et le/la chef (services techniques). Nombre de subordonné(e)s direct(e)s : sans objet. Nombre de subordonné(e)s indirect(e)s : sans objet. 5. COMPÉTENCES Le/La titulaire du poste doit faire preuve des compétences suivantes : Recherche de l'excellence Réflexion analytique Clarté et précision Réflexion conceptuelle -8-

9 Souci du service au client Empathie Persuasion et influence Initiative Travail en équipe 6. CONTRAT Contrat proposé (hors détachement) : contrat d'une durée déterminée de trois ans, renouvelable pour une période de trois ans maximum, au cours de laquelle le/la titulaire pourra demander qu'il soit transformé en contrat de durée indéterminée. Clause contractuelle applicable : Conformément à la politique des contrats, il s'agit d'un poste auquel il est souhaitable, pour des raisons politiques, d'assurer une rotation de manière à pouvoir répondre au besoin qu'a l'organisation d'exécuter les tâches qui lui sont confiées par les pays dans un environnement en constante évolution, notamment en préservant la souplesse nécessaire à l'adaptation de son profil de compétences, et de veiller au degré de diversité approprié à son caractère international. La durée de service maximale prévue à ce poste est de six ans. La personne retenue se verra offrir un contrat d'une durée déterminée de trois ans, qui pourra être reconduit pour une période de trois ans. Toutefois, conformément à la procédure décrite dans la politique des contrats, elle pourra demander, au plus tard un an avant l'expiration de la deuxième période, que son contrat soit transformé en contrat de durée indéterminée. Si la personne retenue est détachée de l'administration d'un État membre de l'otan, elle se verra offrir un contrat d'une durée déterminée de trois ans, qui, sous réserve de l'accord des autorités nationales concernées, pourra être reconduit pour une période de trois ans maximum. À ce poste, la durée de service d'un agent détaché n'excède pas six ans. Les agents en fonction se verront offrir un contrat conforme aux dispositions du Règlement du personnel civil de l'otan. 7. COMMENT POSTULER Les candidatures doivent être soumises comme suit : pour les seuls agents civils de l'otan : via le portail de recrutement interne (pour plus de précisions, veuillez prendre contact avec votre responsable des ressources humaines civiles) ; pour toutes les autres candidatures : via le lien -9-

10 INFORMATIONS COMPLÉMENTAIRES En raison du vif intérêt suscité par l'otan et du nombre élevé de candidatures potentielles, il ne pourra pas être donné suite aux demandes de renseignements adressées par téléphone ou par courrier électronique. La nomination se fera sous réserve de la délivrance d'une habilitation de sécurité par les autorités du pays dont le/la candidat(e) retenu(e) est ressortissant(e) et de l'approbation de son dossier médical par le/la médecin-conseil de l'otan. Les candidat(e)s qui ne seront pas retenu(e)s pour ce poste pourront se voir offrir un poste analogue, au même grade ou à un grade inférieur, pour autant qu'ils/elles remplissent les conditions requises. On notera que seules les candidatures de ressortissant(e)s de pays de l OTAN pourront être acceptées. L'OTAN, en tant qu'employeur, accorde une grande importance à la diversité des parcours et des perspectives, et est déterminée à recruter et à fidéliser des personnes talentueuses issues d'horizons divers. L'Organisation examinera les candidatures de ressortissant(e)s de tous les pays membres, et encourage vivement les femmes à postuler. Le Secrétariat international de l'otan est un environnement sans tabac. -10-

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