Principal Officer - Belgium-Brussels

1.    SUMMARY · The Workspace Management and Business Continuity (WMBC) Office ensures seamless operational continuity by optimizing facility performance, driving strategic workplace transformation, and delivering comprehensive support services to maintain a dynamic, future-ready ...

Functieomschrijving

1.    SUMMARY

The Workspace Management and Business Continuity (WMBC) Office ensures seamless operational continuity by optimizing facility performance, driving strategic workplace transformation, and delivering comprehensive support services to maintain a dynamic, future-ready environment aligned with organizational needs for NATO HQ and its alternate locations.

The WMBC independent office has three pillars\: Building Systems (BS), Workplace Transformation and Project Management (WTPM) and Business Continuity, Events and Logistics (BCET). The pillar Workspace Transformation and Project Management includes Building Maintenance (BM), Workspace and Project Management (WPM), and Facility Transformation (FT).

Under the supervision of Head WTPM, the incumbent supports the coordination of taskings and projects related to the NATO HQ Adaptation Programme (HQAP). The Officer prepares, maintains and updates project management documentation, schedules and baselines and provides administrative and secretarial support for the preparation of meetings or working groups. The incumbent also acts as a WMBC point of contact for general administrative, financial and legal related topics.

2.     QUALIFICATIONS AND EXPERIENCE

ESSENTIAL
The incumbent must:

•    possess a university degree in any of the following domains\: business administration, economics, facilities management, project management or equivalent from an institute of recognized standing; 

•    have at least 3 years relevant experience in project management, ideally within a sizeable international or governmental organization;

•    possess experience in a position requiring collaboration and coordination with stakeholders; 

•    possess experience in working in diverse teams in a multicultural environment; 

•    possess good analytical and communication skills; 

•    demonstrate strong drive for teamwork, inclusivity and customer focus; 

•    have computer literacy and good command of MS Windows applications (Word, Excel, PowerPoint and Outlook);  

•    possess professional certifications in project management (e.g., PMP, PRINCE2, Agile);

•    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:

•    familiarity with the NATO civilian and military structure and be conversant with the challenges, tasks and new missions of the Alliance in the changing strategic and politico-military environment;

•    experience in large scale physical workspace and construction projects preferably within governmental, military, or international settings;

•    a good understanding of the NATO HQ international environment; 

•    a higher level in the other NATO language (English/French).

3.     MAIN ACCOUNTABILITIES 
Project Management
Plan, organise and supervise special projects under the aegis of Head WTPM and Technical Project Manager, as directed. In coordination with WMBC's section, assist in the management of tasks related to the HQAP and in coordinating, managing and implementing related actions, reports and policies on-time. Ensure project activities are properly initiated, planned, documented and monitored.

Information Management 
Prepare all necessary internal and official correspondence required for the preparation, coordination and execution of HQAP's activities. Administer and manage the flow of information through a dedicated SharePoint. Research and analyse data, to support the preparation of ad-hoc and periodical status reports to appropriate stakeholders. Draft memoranda, reports and take minutes at meetings as necessary. Act as the resident expert for ERP (Oracle) functionality.

Stakeholder Management
Build and maintain effective work relationships with multiple stakeholders (divisions, independent offices, delegations, partners, etc.) to ensure efficiency in daily management of workload and processes. Be the operational point of contact for requests of various nature as required.

Financial Management
Prepare and process financial documents, monitor their accuracy, and maintain detailed records of financial transactions to ensure compliance with established procedures.

Knowledge Management
Facilitate intra and inter-divisional information sharing and ensure that HQ Adaptation Programme's knowledge is being managed and shared.    

Perform any other related duty as assigned.

4.    INTERRELATIONSHIPS
The incumbent reports to the Head of Workplace Transformation and Project Management section and works in close cooperation with WMBC Heads of Section and other stakeholders.

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. 
 

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 3 years. Contract clause applicable: This post is required for a limited period to support the project.  As employment in this post is of limited duration, the successful applicant will be offered a definite duration contract of 3 years' duration , which may be renewed for a period of up to 3 years if required to support this project. If the successful applicant is seconded from the national administration of one of NATO's member States, a 3 years definite duration contract will be offered, which may be renewed for a period of up to 3 years if required to support this project, and subject also to the agreement of the national authority concerned. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.  

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\:

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.

When submitting your application, please ensure that your Taleo Candidate Profile is updated and that your CV is correctly uploaded in the Taleo attachments section.

More information about the recruitment process and conditions of employment, can be found at our website (http\)

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.