Office & Facilities Officer

The Office & Facilities Officer supports the delivery of consistent office management and facilities services across DIANA’s Executive Offices in London, Tallinn, and Halifax. The role oversees a broad range of office, facilities, and vendor management activities, including visitor access, workplace services, supplies, and proportionate physical security measures, while building effective relationships with internal and external stakeholders.

Responsibilities

• Develop, maintain, and communicate DIANA-wide standards, policies, and guidance for office management and facilities services in coordination with counterparts across DIANA offices.
• Monitor facilities requirements, identify risks, and support compliance with applicable policies, procedures, and standards.
• Develop, maintain, and coordinate DIANA's office Safety, Security, and Emergency Response Plans across all office locations.
• Collaborate with IT, security, and other stakeholders on shared facilities-related services, including access control systems, CCTV, and workplace security measures, ensuring clear accountability and effective coordination.
• Maintain facilities-related information, guidance, and resources on DIANA's internal platforms to support consistent information management across all offices.
• Support office and facilities-related budget planning, expenditure tracking, and reporting.
• Execute day-to-day operations of the DIANA London Office, ensuring a safe, professional, and effective working environment for staff and visitors, including but not limited to local incident and emergency response activities, office communications and workplace updates related to facilities, safety, and operational matters, overseeing the delivery of cleaning, maintenance, repair, access, and other workplace services.
• Perform any other related duties as may be required.

Requirements

• A minimum requirement of a Bachelor’s degree at a nationally recognised/certified University in a related discipline and 2 years work experience in a post-related role OR exceptionally, the lack of a university degree may be compensated by at least 6 years extensive and progressive expertise in duties related to the function of the post.
• A minimum of 2 years of experience providing office management, physical security, workplace services or wider facilities management in a multilateral or multicultural environment.
• Proven experience supporting facilities-related planning, risk management, health and safety, emergency preparedness, or business continuity activities.
• Experience developing, implementing, or maintaining policies, procedures, standards, or guidance documentation.
• Proven knowledge of MS Office suite (Word, Excel, Outlook and PowerPoint), as well as MS communication/collaboration tools MS Teams and MS SharePoint.
• Possess the following minimum levels of NATO’s official languages (English/French): V (“Advanced”) in one; and I (“Beginner”) in the other.
• Experience working in an international organisation, government, or public sector organizations (desirable).
• Knowledge of NATO institutional framework, policies and procedures (desirable).

Skills

• Vendor Management
• Office Management
• Facilities Management
• Physical Security
• Workplace Services
• Risk Management
• Health and Safety
• Emergency Preparedness
• Business Continuity
• Policy Development
• Process Implementation
• Standards Compliance
• Microsoft Office Suite
• MS Teams
• Microsoft SharePoint
• Multicultural Environment Experience
• International Organization Experience

Languages

English, French