Analyst, Headquarters Facilities Systems
Analyst, Headquarters Facilities Systems
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Job Description
INFO-SESSION ON THE VACANCY AND RECRUITMENT PROCESS
NATO IS is organising an info-session webinar on the recruitment process for the Analyst Headquarters Facilities Systems (G12/G14) post. This will take place on 09/07/2025 at 16:30 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: 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) Information Communications and Technology Management (ICTM).
The role of Infrastructure and Facilities Management (IFM) is to support NATOs 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 Facilities Information Management Team the incumbent is responsible for the daily administration and optimization of the Facility Management Solutions used for the operations of NATO Headquarters. The incumbent administers and maintains these systems provides training and technical guidance analyses operational workflows and continuously translates business needs into detailed requirements. The Analyst collaborates with IFM teams technical owners and external suppliers to drive the evolution of these systems ensuring the delivery of efficient user-focused solutions in line with NATO standards and processes.
2. QUALIFICATIONS AND EXPERIENCE
ESSENTIAL
The incumbent must:
- possess higher secondary education qualification with 10 years post-related experience OR
- upper vocational training/ post-secondary degree in a discipline relevant for this position (e.g. Engineering Facility Management Logistics Computer Science Project Management Product Management Information Systems etc.) with 5 years post-related experience;
- have extensive experience in administrating enterprise-level solutions that support complex operations while handling significant volumes of interconnected workflows and datasets (e.g. logistics maintenance asset tracking warehouse management space management energy monitoring KPI reporting etc.);
- have experience in analysing operational workflows and user needs and translating them into detailed system requirements;
- have a strong understanding of data flows data centralization system migrations as well as the ability to analyze large datasets;
- have proven ability to communicate with diverse stakeholders and provide excellent customer service leading discussions with clarity and professionalism conveying user needs to technical teams and vice-versa;
- possess the following minimum levels of NATOs official languages (English/French): V (Advanced) in one; III (Intermediate) in the other.
DESIRABLE
- familiarity with CAD / BIM (Building Information Model) solutions;
- previous experience with ArcGIS Archibus and/or Planon;
- have experience in the design of user interfaces dashboards and scorecards.
Information Management
Administer software solutions (access control and supervision) develop configure and maintain screen lay-outs workflows and documentation and configure database information. Manage role and permissions and ensure workflows are running as expected. Analyse develop and configure dashboards reports and statistics for all the IFM services and to the various stakeholders. Support provide training and guide users through the process.
Expertise Development
Develop review and monitor procedures and implement policies directives and guidelines that will shape the way data is collected and delivered within managed tools. Support the team in developing modern and efficient coordination between all tools with a particular attention to information delivered from the BIM authoring software and the BMS (Building Management System). Collect analyse prioritize and support the design and implementation of new requirements and change requests to meet end users needs.
Knowledge Management
Establish a network of internal and external experts and counterparts to be informed of the latest development of the industry. Participate to conferences and trainings. Develop and implement internal workshops and training sessions with IFM stakeholders mobilizing external resources whenever needed.
Project Management
Address the evolution of the activities technologies and tools of the supported users by making sure that the systems follow those evolutions. Together with the Head of FIM team scrutinize the evolution of the industries and develop platforms and tools to optimize the data management ecosystem. Champion the use of these platforms within IFM. Initiate and develop projects that aim at better integrating IT systems and at shifting from manual activities to automated ones. Together with IFM stakeholders develop configure and maintain dedicated interfaces and tools to support the Asset replacement programs Maintenance activities Inventories and other data oriented activities of their respective domains.
Stakeholder Management
Provide first level support to system users; escalate support requirements and interventions with Information Communication and Technology Management (ICTM) and/or other technical stakeholders and software suppliers.
Perform any other related duty as assigned.
4. INTERRELATIONSHIPS
The incumbent reports to the Head Facilities Information Management. The incumbent works closely with the users and with IFM Section Heads EM/ICTM NCIA and external suppliers to ensure that the platforms are functional configured and maintained to offer fit for purpose tools for IFM. The incumbent also acts as the IFM point of contact for development and troubleshooting of the systems.
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 learnt 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.
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 e-recruitment 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 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 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 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 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
