Office & Facilities Officer

The post is budgeted from 1 January 2027 and the successful candidate is expected to start employment as soon as possible thereafter.

1. OVERVIEW OF DIANA

NATO DIANA is the Defence Innovation Accelerator for the North Atlantic a NATO body dedicated to finding and accelerating innovation to provide decisive defence and security effects for the Alliance while fostering deep-tech innovation. NATO DIANA is comprised of a Board of Directors representing all 32 nations and an operational team referred to as the DIANA Executive (DX). Operating from three offices in Europe and North America the DX leverages a network of military end users world-leading accelerator sites test centres professional mentors and experts and Allied expertise to accelerate the most innovative technologies from across the NATO Alliance. DIANA is a dynamic agile workplace which strives for innovative thinking diversity and performance excellence across all teams. To achieve our mission DIANA is committed to providing our people with an environment that is positive inclusive and collaborative.

2. OVERVIEW OF THE ROLE

The Office & Facilities Officer supports the delivery of consistent office management and facilities services across DIANAs 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.

*Reserve candidates may be considered for similar posts in Estonia or Canada if appropriate.*

Reporting totheHead of Safety Security & Resilience.

Duties of this role include:

• 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 DIANAs 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 DIANAs 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.

3. ROLE REQUIREMENTS QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must have:

• A minimum requirement of a Bachelors 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 facilitiesmanagement in a multilateral or multicultural environment.
• Proven experiencesupporting 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 ExcelOutlookand PowerPoint) as well as MS communication/collaborationtoolsMS Teams and MS SharePoint.
• Possess the following minimum levels of NATOs official languages (English/French): V (Advanced) in one; and I (Beginner) in the other.

NOTE:Most of DIANAs internal work is conducted in the English language.

DESIRABLE

The following would be considered an advantage:

• Experience working in an international organisation government or public sector organizations
• Knowledge of NATO institutional framework policies and procedures.
  

COMPETENCIES

The incumbent mustdemonstrate:

• OrganizationalandEnvironmentalAwareness:Understands the wider mission and considers the impact of their actions on others.
• Initiative &Responsibility: Takes ownership and accountability.
• Adaptability & Flexibility: Embraces change adjusts priorities as needed and continues to deliver results in evolving environments.
• Customer Service Orientation:Provides timely professional and solution-focused support to all stakeholders.
• Planning & Prioritizing: Allocates time and resources effectively balances competing priorities and delivers work to agreed timelines.
• Teamwork: Collaborates openly and supports colleagues to achieve shared goals.
• Self-awarenessanda LearningMindset: Seeks opportunities to learn reflects on experience and applies learning to improve outcomes.

4. WHAT WE OFFER

• Genuinely meaningful work as part of the newest unit within the most successful alliance in history.
• Tax-free salary.
• Household and childrens allowances and privileges for expatriate staff including expatriation and educational allowances (where applicable) andadditionalhome leave.
• Excellent private health insurance scheme.
• NATO pension scheme.
• Generous annual leave of 30 days plus official holidays.
• Flexible working conditions and a smoke-free office in London.
• Opportunities for learning and development.

5. CONTRACT

In accordance withthe NATO Civilian Personnel Regulations the successful candidate will receive a definite duration contract of three years which may be followed by an the successful applicant is seconded from the national administration of one of NATOs member States a 3-year definite duration contract will be offered which may be renewed for a further period of up to 3 years subject to the agreement of the national authority concerned. Themaximumperiod of service in thepostas a seconded staff member is six years.

6. USEFUL INFORMATION REGARDING APPLICATION AND RECRUITMENT PROCESS

Please note that we can only accept applications from nationals of NATO must besubmittedusingthee-recruitment system and any documents sent through other formats will not be reviewed(including email social networketc).Before you applytoany position we encourage you to click hereandreviewhow to to the broad interest in NATODIANA and thelarge numberof potential candidates telephone or email enquiries cannot be dealt with. Afterreview ofyour online applicationsuccessful candidates will be invited to a pre-recorded video interview. Shortlisted candidates from that will then be invited tothe final assessments which include:a languageproficiencytest a job-related written test and a panel interview.Appointment will be subject to receipt of a security clearance (provided by the national Authorities of the selected candidate) and approval of the candidates medical file by the NATO Medical Adviser.

NOTE:DIANA will not accept any phase of the recruitment andselectionprepared in whole or in partby means ofgenerative artificial-intelligence (AI) tools including and without limitation to chatbots such as Chat Generative Pre-trained Transformer (Chat GPT Copilot Claude etc.) or other language generating tools. DIANA reserves the right to screen applications toidentifythe use of such tools. All applications prepared in whole or in partby means ofsuch generative or creative AI applications will be rejected without further consideration at DIANAs sole discretion and DIANA reserves the right to take further steps in such cases asappropriate.

7. ADDITIONAL INFORMATION

NATO is committed to diversity and inclusion and strives to provide equal access to employmentadvancementand retention independent of gender age nationality ethnic origin religion or belief cultural background sexual orientation and is committed to fostering an inclusive and accessible working environment where all candidates living with disabilities can fullyparticipatein the recruitment and selection process. If you require reasonable accommodation please inform us during your selection process along with documented medical evidence to support your NATO DIANA personnel are expected to conduct themselvesin accordance withthe current NATO Code of Conduct as agreed by the North Atlantic Council (NAC) and thus display the core values of integrity impartiality loyalty accountability and professionalism. The incumbentis required tobe a resident in the host nation for the duration of their contract. DIANA has a flexible teleworking policy topermitworking in office at home and across NATO Allied Nations subject to managerial approval.

For more information on DIANA please visitour website.