1.      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 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 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 (FIM Team), the incumbent is responsible for the management of the Integrated Workplace Management System (IWMS, such as Planon or Archibus).  The incumbent manages secondary platforms such as the Common Data Environments (CDE, e.g. Sharepoint) and of the Scorecard / Dashboard tool. S/he collects and delivers facilities data from/to IFM stakeholders as well as external bodies requiring them. S/he is an active stakeholder for the development of the software and administrative ecosystems of the Facilities Information Management team (FIM), ensuring the best possible interface / integration between the tools and the data. S/he administers data used by other team members (mainly CAD (Computer-aided Design and BIM (Building Information Modeling) material).     2.       QUALIFICATIONS AND EXPERIENCE   ESSENTIAL   The incumbent must:

  • possess higher secondary education qualification with 6 years post-related experience, OR upper vocational training/ post-secondary degree in a discipline relevant for this position with 3 years post-related experience;

  • have extensive experience in administrating IWMS software and configuring screen lay-outs, work-flows and database information;

  • have experience in the management of IWMS in the context of Facility Management;

  • have experience in the generation, organisation and publication of reporting materials;

  • have a strong knowledge of Integrated Workplace Management Systems (IWMS) (e.g. PLANON);

  • possess the following minimum levels of NATO’s official languages English/French): V (“Advanced”) in one; II (“Elementary”) in the other.   DESIRABLE   The following would be considered an advantage:

    • have a good knowledge of Common Data Environments (CDE, e.g. Sharepoint) and of Scorecard / Dashboard tools;be familiar with CAD / BIM solutions;

    • be familiar with various software packages, in particular with MS Excel and an Enterprise Resource Planning (ERP) system;

    • have the ability to analyse datasets and produce reports;

    • have experience in the generation, organisation and publication of dashboard and balance scorecards.


      3.      MAIN ACCOUNTABILITIES    Information Management Administer the IWMS solution (access control and supervision), develop, configure and maintain screen lay-outs, workflows and templates within the IWMS and configure database information fields. Administer the CDE solution. Manage role and permissions and ensure document approval workflows are running as expected. Administer the Dashboard / Balance Scorecard solution. Analyse, develop and configure reports in close coordination with the Head of team and IFM leadership. Develop, prepare, produce and distribute dashboards, reports and statistics for all the IFM services and to the various stakeholders. Ensure that IFM stakeholders deliver data on time and with the necessary quality. Support and guide them 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 Head of FIM team in developing modern and efficient coordination between all tools operated inside the team, with a particular attention to information delivered to the IWMS from the BIM authoring software. Collect, analyse, prioritize and implement new requirements and change requests in IWMS coming from end users.   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 IFM groups, by making sure that the IWMS follows 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 of the team. Champion the use of these platforms within IFM. Initiate and develop projects that aim at better integrating IWMS and CDE tools, 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 IFM users of the IWMS and CDE software; escalate support requirements and interventions with Information Communication and Technology Management (ICTM) and/or the software supplier.   Perform any other related duty as assigned.     4.      INTERRELATIONSHIPS   The incumbent reports to the Head, Facilities Information Management. S/he works closely with the other analysts and with IFM Section Heads, EM/ICTM, NCIA, and external suppliers, to ensure that the IWMS and the other platforms are functional, regularly and properly populated, configured and maintained to offer fit for purpose tools for IFM. S/he acts as the IFM point of contact for development and troubleshooting for of the IWMS and the other platforms. Direct reports: 0. Indirect reports: 0.     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:

This vacancy is archived.

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