Office & Facilities Officer

About this role

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 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.

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

Reporting to the Head 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 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.

3. ROLE REQUIREMENTS, QUALIFICATIONS AND EXPERIENCE

ESSENTIAL

The incumbent must have

• 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.

NOTE: Most of DIANA's 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 must demonstrate

• Organizational and Environmental Awareness: 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-awareness and a Learning Mindset: 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 children's allowances and privileges for expatriate staff including expatriation and educational allowances (where applicable) and additional home 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 with the NATO Civilian Personnel Regulations, the successful candidate will receive a definite duration contract of three years, which may be followed by an extension. If the successful applicant is seconded from the national administration of one of NATO's 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. The maximum period of service in the post as 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 member countries. Applications must be submitted using the e-recruitment system, and any documents sent through other formats will not be reviewed (including email, social network, etc). Before you apply to any position, we encourage you to click here and review how to apply. Due to the broad interest in NATO DIANA and the large number of potential candidates, telephone or email enquiries cannot be dealt with. After review of your online application, successful candidates will be invited to a pre-recorded video interview. Shortlisted candidates from that will then be invited to the final assessments, which include: a language proficiency test, 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 candidate's medical file by the NATO Medical Adviser.

NOTE: DIANA will not accept any phase of the recruitment and selection, prepared in whole or in part, by means of generative 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.

About risk & resilience roles for ex-police

Risk management, business continuity and emergency-planning roles. Contingency planning, threat assessment and multi-agency coordination experience from policing is directly transferable.