Facilities Officer

Job Posting Organization:
NATO DIANA, the Defence Innovation Accelerator for the North Atlantic, is a NATO body established to find and accelerate innovation to provide decisive defence and security" style="border-bottom: 1px dotted #007bff !important;">security effects for the Alliance. It aims to foster deep-tech innovation and is comprised of a Board of Directors representing all 32 nations, along with an operational team known as the DIANA Executive (DX). The organization operates from three offices located in Europe and North America, leveraging a network of military end users, leading accelerator sites, test centres, professional mentors, and experts to accelerate innovative technologies across the NATO Alliance. DIANA promotes a dynamic and agile workplace that values innovative thinking, diversity, and performance excellence, striving to create a positive, inclusive, and collaborative environment for its employees.

Job Overview:
The Facilities Officer plays a crucial role in supporting the consistent management of office and facilities services across DIANA’s Executive Offices located in London, Tallinn, and Halifax. This position involves overseeing a wide range of activities related to office management, facilities, and vendor management. Key responsibilities include managing visitor access, workplace services, supplies, and implementing appropriate physical security measures. The Facilities Officer is expected to build effective relationships with both internal and external stakeholders and report directly to the Head of Safety, Security & Resilience. The role is essential for ensuring that the office environment is safe, professional, and conducive to productivity, thereby enabling DIANA to fulfill its mission effectively.

Duties and Responsibilities:
The Facilities Officer will be responsible for developing, maintaining, and communicating DIANA-wide standards, policies, and guidance for office management and facilities services in collaboration with counterparts across DIANA offices. This includes monitoring facilities requirements, identifying risks, and ensuring compliance with applicable policies and standards. The officer will also develop and coordinate DIANA's office Safety, Security, and Emergency Response Plans across all locations. Collaboration with IT, security, and other stakeholders is essential for shared facilities-related services, including access control systems and workplace security measures. The officer will maintain facilities-related information on DIANA's internal platforms, support budget planning and expenditure tracking, and execute day-to-day operations of the DIANA London Office. This includes managing local incident and emergency response activities, overseeing office communications, and ensuring the delivery of cleaning, maintenance, and other workplace services. Additional duties may be assigned as required.

Required Qualifications:
Candidates must possess a minimum of a Bachelor’s degree from a nationally recognized or certified university in a related discipline, along with at least 2 years of relevant work experience in a similar role. Alternatively, candidates without a university degree may qualify if they have at least 6 years of extensive and progressive experience in duties related to the position. A minimum of 2 years of experience in office management, physical security, workplace services, or facilities management in a multicultural environment is essential. Proven experience in facilities-related planning, risk management, health and safety, emergency preparedness, or business continuity activities is required. Candidates should also have experience in developing and maintaining policies, procedures, and standards, and must be proficient in the MS Office suite and MS communication tools. Knowledge of NATO’s official languages (English and French) is also necessary, with a minimum proficiency level of V (“Advanced”) in one language and I (“Beginner”) in the other.

Educational Background:
A Bachelor’s degree from a nationally recognized or certified university in a relevant field is the minimum educational requirement for this position. Candidates lacking a degree must demonstrate extensive experience in related duties to compensate for this requirement.

Experience:
The position requires a minimum of 2 years of relevant experience in office management, physical security, workplace services, or facilities management, particularly in a multilateral or multicultural environment. Candidates with extensive experience in related fields may also be considered, especially if they can demonstrate a strong background in facilities-related planning and risk management.

Languages:
Proficiency in NATO’s official languages is required, specifically a minimum of V (“Advanced”) in one language (English or French) and I (“Beginner”) in the other. Most internal communications at DIANA are conducted in English, making it essential for candidates to have strong English language skills.

Additional Notes:
The successful candidate will receive a definite duration contract of three years, which may be extended. If seconded from a national administration of a NATO member state, the contract may be renewed for an additional period of up to three years, subject to national authority agreement. The maximum period of service in this post as a seconded staff member is six years. The position offers a tax-free salary, household and children’s allowances for expatriate staff, excellent private health insurance, a NATO pension scheme, and generous annual leave of 30 days plus official holidays. Flexible working conditions are available, and the office environment is smoke-free. NATO is committed to diversity and inclusion, ensuring equal access to employment and advancement opportunities for all candidates.