About this job

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

Responsibilities

• 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)

Profile

• 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