Senior Assistant (NATO-NCIA)

The Hague, The Netherlands, Sapienza Consulting [C002332]

Field(s) of expertise
Business Administration and Finance Project and Service Management
Job type

About this job

Sapienza Consulting is recruiting a Senior Assistant to join NATO – NCIA in The Hague, South Holland, Netherlands.


  • 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)


  • The candidate must have a currently active NATO SECRET security clearance.
  • 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


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; NOTE: Most of the work of the NCI Agency is conducted in the English language

For information on how the personal data in your application is processed, please see the Sapienza Consulting Privacy Policy.