Office Head (Travel)

Post Context

Headquarters Allied Joint Force Command Norfolk (JFCNF) provides a resilient, static Joint headquarters to plan, prepare and conduct operations across all domains in peacetime, crisis and conflict, in order to support NATO’s three core tasks, at the Joint Operational level, as directed by SACEUR.

The Finance Directorate (J8) is responsible for all financial management operations and the correct application of all appropriated and non-appropriated funds approved for use by JFCNF.

The Finance and Accounting Branch is responsible for all financial and accounting activities related to international, multi-national credits, NATO Security Investment Programme (NSIP) projects and reimbursable activities.

The Travel Office is responsible for the provision of travel arrangements as well as the overall coordination of transportation services for personnel travelling on official duty provided either by Host Nation or by commercial sources.

Principal Duties:

• Responsible for all aspects of commercial Travel & Mobility for JFC HQ and supported elements.
• Plans, coordinates and supervises the execution of all duty travel in support of JFC HQ and supported elements activities including peacetime operations, exercises and deployments as well as out of region /area operations.
• Manages, plans and directs staff on the day to day management of the section.
• Liaises with the contracted Travel Agency ensuring that optimum service is provided in accordance with agreements.
• Makes decisions regarding the work priorities of the supporting staff to ensure that they match those of the head of the organization and the HQ.
• Plans the routing and itineraries of military and civilian personnel and determine locations, modes and facilities required for the movement of personnel and material by air, rail and surface means.
• Evaluates requests for Special Assignment Airlift missions and coordinates all travel requirements with military entities and commercial agencies to meet target dates.
• Processes all travel order applications, approves, authenticates as appropriate.
• Establishes the most suitable and cost effective mode of travel for each destination.
• Establishes reimbursable rates and, if required, provides information in support of the processing of claims for reimbursement of travel expenses submitted by the traveller.
• Establishes priorities and identifies the most effective method to utilize funds allocated for duty travel.
• Provides travel and cost related information to budget managers of functional areas if directed by Branch Head.
• Provides assistance and guidance to FinS Travel Module users; conducts on the job training and resolves FinS related issues.
• Maintains accurate financial and transactional records relating to HQ travel business.
• Certifies travel-invoices for payment.
• Ensures financial control measures are in place to prevent misuse or abuse.
• Monitors and reports on the performance of the Travel Contractor against the agreed contract. Proposes mitigating actions or process improvements as appropriate.
• Proactively participates in defining, mitigating and managing the risks within the functional area of responsibility in the Finance Directorate/J8 and actively contributes to implement and maintain the internal control framework of the Finance Directorate/J8.

Essential Qualifications / Experience:

• Higher Secondary education and completed higher vocational training  leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training  leading to a professional qualification or professional accreditation with 5 years post related experience.
• 4 years’ experience and knowledge in the field of commercial travel or transportation management.
• Experience in supervising and managing subordinated staff.
• Experience in office management, billing practices and associated record keeping.
• Experience involving contacts with commercial carriers and transport systems.

Language:

English - SLP 3322 - (Listening, Speaking, Reading and Writing)

Desirable Qualifications / Experience:

• Previous work experience in a NATO, military or International environment and work experience in the field of commercial travel and transportation management.
• Knowledge of the diplomatic, legal and customs regulations affecting travel to/through various countries.
• Familiar with USA & European railway, air and maritime booking systems.
• Experience in funds management, budgeting and accounting.
• Familiar with FinS and all its applications, in order to orchestrate the availability, access and use of the FinS travel module through the JFC HQ.
• FinS Travel Office and Travel FAO courses.

Attributes/Competencies:

Personal Attributes:

• Develops and implements innovative administrative policies and procedures directed at ensuring the highest level of organisational efficiency and productivity. Analyses problems, devises forms and methods to meet changing requirements. 
• Acts as subject matter expert in formulating or revising directives and policies for JFC HQ and other NATO HQs. Uses own initiative to determine which course of action is necessary to resolve unexpected problems.
• Sound judgment and initiative are also required to establish priorities and identify the most effective method to utilise funds allocated for duty travel.
• Required to display creative thinking in proposing the adaptation of existing rules or creation of new procedures to comply with new situations such as crisis operations and out-of-area operations.
• Experience must enable the incumbent to undertake work in which considerable independence of thought and actions are required.
• Good health, stress tolerance and ability to work long hours when required. Must be capable of working in a demanding environment and have the necessary tact and personality to be able to work with staff, both military and civilian, at all levels and of different nationalities.

Managerial Responsibilities:

• Responsible for the planning of the day to day management of the section and directs the staff (one military workforce) accordingly.

Professional Contacts:

• The position involves professional contacts with managerial counterparts in NATO and outside immediate organisation with commercial carriers and various providers. Due to the nature of this post, the incumbent has frequent internal and external high-level contact including co-ordination and negotiation with senior civilians and military typically at OF4/ OF5 level, with whom discussions involve obligating resources of the organization and/ or formulation of policies take place.

Contribution To Objectives:

• Responsible for a crucial logistics support function, ensuring that operational requirements and target dates are met by coordinating transportation requirements with military and commercial agencies. The provision and procurement of travel services is not a purchasing activity, but a complex logistics support function, which falls directly under the responsibility of the incumbent.
• The incumbent's performance, guidance and knowledge have a significant financial impact on the JF HQ budget for travel. In addition to ensuring financial controls and protections are in place to avoid misuse or abuse, the incumbent is involved in many exceptional needs that arise. Ensuring that such needs, particularly those that have operational significance, are properly met, is an important part of the responsibilities of this post.
• The successful management of financial resources is considered vital to the achievement of the objectives and mission of the HQ. The incumbent contributes to mission objectives by establishing, monitoring and improving the travel process, in monitoring and simplifying internal procedures and in carrying out cost effective commitments. The incumbent's performance has a material impact on the travel budget and as such is critical to maintaining JF HQ and NATO's military capabilities.

Security Clearance

The successful applicant will be required to apply for and receive a NATO Secret Security Clearance prior to final confirmation of contract and commencement of employment.

The incumbent may be required to undertake deployments in support of military operations and exercises, and/or TDY assignments, both within and without NATO boundaries. Such operational deployment may exceed 30 days duration up to 183 days in any period of 547 days and may be on short notice. For NATO International Civilian staff, acceptance of an employment contract linked to this post constitutes agreement to deploy in excess of 30 days if required.

Contract

Serving NATO International Civilian staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.  Newly recruited staff will be offered a three year definite duration contract.

Notes for Candidates

The JFC Norfolk Website gives full details on the eligibility criteria and application processes to be adopted by all candidates.  However, candidates should particularly note:

Please answer each of the pre-screening questions completely in English. Expressions such as: “please see attached CV, please see annex, please see enclosed document, etc” are not acceptable; this is a cause of immediate rejection of the application.

Particular attention should be given to Education and Experience section of your application form, which should be populated with details of your career to date and educational achievements and certifications as they relate to your application.

The candidature of NATO redundant staff at grade G10 will be considered with priority.

NATO 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), or other language generating tools. NATO reserves the right to screen applications to identify the use of such tools. All applications prepared, in whole or in part, by means of such generative or creative AI applications may be rejected without further consideration at NATO’s sole discretion, and NATO reserves the right to take further steps in such cases as appropriate.

This vacancy will close on 18 October @ 17:59hrs (EDT)/11:59hrs (CEST).