Soft Services Facility Coordinator
Soft Services Facility Coordinator
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Job Description
INFOSESSION ON THE VACANCY AND RECRUITMENT PROCESS
NATO IS is organising aninfosession webinaron the recruitment process for the Soft Services Facility Coordinator (G10/G12 post. This will take place on15/04/2025 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:
1. SUMMARY
Within the Executive Management division (EM) the role of Infrastructure and Facilities Management (IFM) is to support NATOs political and decisionmaking 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 insourced and outsourced facility maintenance transportation and logistics services major and minor investment projects and asset and inventory management in support of NATO Headquarters functions.
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/ postsecondary 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 workout a quick fix with the contractors if required;
- be competent with offtheshelf analytical tools and software (e.g. MS Excel Word and PowerPoint);
- have good writing skills;
- possess the following levels of NATOs 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 fastpaced 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 deconflicting 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 followup 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 . 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
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 nonverbal cues and understands meanings;
- Impact and Influence: Takes multiple actions to persuade;
- Initiative: Is decisive in a timesensitive situation;
- Teamwork: Cooperates.
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.
7. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS
Please note that we can only accept applications from nationals of NATO member must be submitted using erecruitment system as applicable:
- For NATO civilian staff members only: please apply via the internal recruitment portal link;
- For all other applications: 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 will be subject to receipt of asecurity clearance(provided by the national Authorities of the selected candidate) approval of the candidatesmedical fileby the NATO Medical Adviser verification of your study(ies) and work experience and the successful completion of theaccreditationand 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 artificialintelligence (AI) tools including and without limitation to chatbots such as Chat Generative Pretrained 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 NATOs 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 NATOs 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 email 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 worklife 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 nonsmoking environment.
For information about the NATO Single Salary Scale (Grading Allowances etc. please visit ourwebsite. 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.
Required Experience:
IC
Employment Type
Full-Time
