Officer, Facilities Management and Workspace - NRU

The Officer, Facilities Management and Workspace supports the effective planning, coordination, and delivery of general services, workspace management, ongoing and future construction projects, and facility upgrade activities within the NATO Representation to Ukraine premises. The role involves project management, financial management, planning and execution of office space and facility maintenance, and expertise development to improve infrastructure management processes.

Responsibilities

• Support the planning, coordination and monitoring of facility upgrade projects within the NRU.
• Oversee day-to-day project activities, ensuring tasks are completed according to deadlines and project specifications.
• Contribute to short-term work plans ensuring alignment with NRU objectives.
• Manage contracts with selected vendors ensuring compliance with terms, timelines, quality standards, and NATO safety and security policies.
• Lead the end-to-end procurement process from tender preparation to contract award in line with NATO procurement guidelines and safety policies.
• Oversee budget forecasting and financial reporting related to infrastructure projects.
• Coordinate day-to-day management of office space, workplace support and practical logistical support for effective office functioning.
• Coordinate routine maintenance, repairs, cleaning, utilities, and building-related service requirements.
• Assess project needs and provide recommendations for improvement in construction and infrastructure management processes.
• Share knowledge and best practices across the team for improvement of NRU operations.
• Provide regular progress reports to the NRU and NATO HQ highlighting risks and proposing mitigation strategies.
• Perform any other related duties as assigned.

Requirements

• University degree in engineering, architecture, or another relevant discipline.
• Minimum of 5 years’ experience in project management and/or supervising infrastructure projects in complex environments.
• Certification in project management (PMP, PRINCE2, or equivalent) with budget management skills.
• Ability to read and/or develop technical documents and drawings related to infrastructure projects.
• Minimum levels of NATO’s official languages: Advanced (Level V) in one; Beginner (Level I) in the other.
• Experience in managing construction and/or renovation of office buildings and understanding of security standards is an advantage.
• Good knowledge of Ukrainian construction regulations and health, safety and security norms is an advantage.
• Knowledge of procurement procedures and security related directives either at the NATO level or in a national/international environment is an advantage.

Skills

• Project Management
• PMP Certification
• Prince 2 Certification
• Budget Management
• Infrastructure Project Supervision
• Technical Document Reading
• Technical Drawing Development
• Construction Management
• Office Renovation Management
• Security Standards Implementation
• Ukrainian Construction Regulations
• Health Safety Security Norms
• Procurement Procedures
• Security Directives Knowledge
• Facilities Management
• Workspace Management
• Finance Management
• Infrastructure Management

Languages

English, French