Assistant Travel & Transport

C002965, Assistant Travel & Transport

Duties & Role

Provide a full service travel office for NCI Agency personnel and hosted agencies/programs travelling on official duty. Upon absence of the Travel Clerk at Brussels or Mons, assist in providing travel support for personnel from those locations;

Upon request, coordinate and develop individual or group movement plans for travel of Agency and Agency-sponsored personnel to operational theatres, including coordination with NATO organizations, national military activities, or other service providers;

Provide travel services to candidates in arranging pre-paid travel bookings, coordinating hotel accommodations and providing travel advice as required;

Constantly review the Agency's travel requirements and determine the most economically appropriate mode of transport in accordance with current travel regulations;

Identify travel-related business opportunities that result in more economical support for official travel;

Provide timely and relevant travel information on the NCI Agency portal;

Update the NCI Agency financial systems in the travel-related area to accurately record all travel and related expenditures incurred by staff and candidates;

Process, in conjunction with the Finance Section, all invoices relating to authorized travel conducted by Agency or Agency-sponsored personnel;

Book/reserve tickets through Travel Management Company (TMC) for air, ferry and rail travel as required;

Liaise with rental car agencies and book rental cars;

Monitor and provide guidance to the TMC to ensure all requested travel is booked in a timely manner and in accordance with current regulations and contractual requirements;

Maintain travel statistics and provide information, advice and reports on travel-related services to relevant administrative and financial areas as required;

Assist in the development and review of standard operating procedures and provide training for other section personnel as required.

Coordinate transport support for Agency-hosted conferences, meetings or VIP visits as required;

Serve as the NCI Agency Fleet Manager for commercially procured/leased vehicles located in The Hague, Brussels and Mons;

Perform life cycle management and assist with budget development for Agency vehicles;

Coordinate shuttle services for movement of passengers and cargo between the main NCI Agency locations in Brussels, Mons and The Hague, and other movements that may be required;

In conjunction with the Senior Administrator (Supply, Travel and Transport), coordinate the Agency vehicle establishment for Brussels, Mons and The Hague;

Support Agency exercises and trials with trip planning, identification of vehicle specification, loading, and driving;

Serve as a Customs Agent for NCI Agency upon receipt or shipment of material at The Hague. Authority to approve customs documents authorized by the Dutch Government;

Undertake driving duties when required and as tasked by the Senior Administrator (Supply, Travel and Transport).

Requirements

A good general secondary education;

At least 5 years relevant travel and transport planning experience

A minimum of 5 years' experience in the use of a Global Distribution System (GDS);

A minimum of 5 years' experience in the use of a financial system supporting invoicing control and payment for official travel;

A current working knowledge of travel ticketing and tariffs;

Valid commercial driver's license and a good driving record for vehicles in the following categories: vehicles up to 8 passengers.

Excellent computer skills.

Supervisory experience in the travel or transport area;

Desirable Experience and Education:

Supervisory experience in the travel or transport area;

Prior training in the area of motor pool operations and/or Fleet Management;

International driving experience;

Experience in driving vehicles with trailers and trucks (above 12,000kgs);

Prior experience of working in an international environment comprising both military and civilian elements;

Knowledge of NATO responsibilities and organization. Language Proficiency:

A thorough knowledge of one of the two NATO languages, both written and spoken, is essential and some knowledge of the other is desirable;