Assistant Travel & Transport [Belgium]


 

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Assistant Travel & Transport


  • Working Location: Brussels, Belgium
  • Security Clearance : NATO Secret
  • Language: High proficiency level in English language



EXPERIENCE AND EDUCATION:


Essential Qualifications/Experience:

· A good general secondary education
· 5+ years relevant travel and transport planning experience
· 5+ years' experience in the use of a Global Distribution System (GDS)
· 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
· A thorough knowledge of one of the two NATO languages, both written and spoken, is essential and some knowledge of the other is desirable
Desirable Qualifications/Experience:
· 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


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)

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