Staff Assistant (Travel and Mobility)

NATO; Ramstein-Miesenbach; Vor Ort; EUR 34.000 - 52.000; Vollzeit

Zusammenfassung

A military international organization in Ramstein, Germany, is seeking a candidate to manage travel and transportation services. Responsibilities include planning and executing travel activities, budget management, and document preparation. Candidates should have experience in travel management, budgeting, and proficiency in English. A higher secondary education or vocational training is required, along with skills in office management and communication.

Qualifikationen

• Experience in commercial travel or transportation management.
• Experience in funds management, budgeting, and office management.
• Advanced knowledge of travel business rules and regulations.
• Good command of English – NATO Standard Language Proficiency 3322.

Aufgaben

• Plan and execute travel and transportation activities.
• Assist in managing the budget related to travel.
• Coordinate travel requirements and prepare necessary documents.
• Process travel requests and execute bookings for personnel.

Kenntnisse

Commercial travel management

Budget management

Office management

Record keeping

Communication

Negotiating skills

Service-mindedness

Ausbildung

Higher Secondary education with vocational training

Secondary education with advanced vocational training

Jobbeschreibung

Organisation Summary and Post Context

The Allied Air Command (AIRCOM) is the Single Service Command (SSC) responsible for delivering Air and Space Power for Alliance Air operations and missions. AIRCOM provides the core of the NATO Command Structure (NCS) Joint Force Air Component (JFAC), capable to establish suitable Command & Control (C2), to operate as a Joint Task Force (JTF) if so directed by SACEUR, and is the Air C2 competency organisation for the Alliance.

The A8 Directorate is responsible for ensuring proper finance and acquisition management including policy development, implementation and oversight of all budgetary, accounting and contracting activities throughout AIRCOM to support static/deployed, standing 24/7/365 and Air and Cyber Space activities in compliance with NATO Financial Rules and Regulations.

The Finance and Accounting Branch is responsible for Command-wide financial control, accounting support, budget execution, financial advice, AIRCOM cash management and disbursing services.

The incumbent is responsible for supporting all HQ AIRCOM members with coordination and administration of all TDY and purchasing commercial tickets for road, air or ferry transportation.

This post reports to OAC BXFX 0010 – Branch Head (Finance and Accounting) – A3/G17

Main Responsibilities

Plan, prepare, coordinate and execute a broad range of Section activities in order to provide responsive, efficient and economical travel and mobility services including all variation of transportation like staff/rental car, mass transport, commercial air for the day-to-day operations of all travel and mobility-related activities at HQ AIRCOM.

Assist managing the travel and transportation budget.

Plan, prepare and execute all transportation requirements and tasks associated with exercises and other significant mission-related events conducted at home unit.

Coordinate travel and mobility requirements with the requesters and prepare/file all necessary documents.

Assist in the decision-making process related to TDY of HQ AIRCOM personnel.

Process all travel request applications and execute all necessary bookings for HQ AIRCOM personnel going on TDY.

Check travel request applications for authenticity and determine the most appropriate and cost-effective mode of transport.

Liaise with contractors.

Special Requirements and Additional Duties

The employee may be required to perform a similar range of duties elsewhere within the organisation at the same grade without there being any change to the contract.

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 up to 183 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 more than 30 days if required.

Essential Qualifications

Higher Secondary education and intermediate vocational training which might lead to a formal qualification with 2 years experience, or Secondary education and completed advanced vocational training leading to a professional qualification or professional accreditation with 4 years post related experience.

Professional experience in the field of commercial travel or transportation management.

Professional experience in funds management, budgeting, accounting, office management, billing practices and associated record-keeping.

Professional experience involving contacts with commercial carriers and transport systems.

Advanced knowledge of civilian commercial Travel and Transportation Services/Agencies, related business rules and regulations.

English – good – NATO Standard Language Proficiency (SLP) 3322 (Listening, Speaking, Reading, Writing)

NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English.

Desirable Qualifications

Previous work experience in an international military organization.

Travel or military movement office experience.

Practical experience as travel clerk in a national or international organization or in a civilian company.

Experience in applying NATO financial directives, procurement and TDY travel-related ACO and HQ AIRCOM directives on a daily basis.

Experience with NATO Automated Financial System (FinS).

English: SLP 4343 (Listening, Speaking, Reading, Writing).

German: SLP 4343 (Listening, Speaking, Reading, Writing).

Attributes and Competencies

Personal Attributes: The incumbent must demonstrate courtesy, tact, diplomacy, mental alertness, negotiating skills and service-mindedness in dealing with travellers, contractors or government agencies, and must be able to adapt to non-routine mission requirements. Other attributes include flexibility, the ability to work well under pressure and a retentive memory.

Professional Contacts: Liaises with subordinate, supervisory and key officials of HQ AIRCOM, CAOCs and DACCC, and supported agencies/units up to and including general officer level on operational and mission critical issues. Maintain communication to internal and external stakeholders. Assists/manages procurement actions between contractors and users/requesters through established CPAs (Contract Purchase Agreements).

Contribution to the Objective

The professionalism of the HQ member has a substantial impact not only on travel costs of HQ AIRCOM but also on the effectiveness and efficiency of all HQ personnel going TDY.

Contract

In accordance with current policy, the successful candidate will be offered a three year definite duration contract normally followed by an indefinite duration contract. Serving staff will be offered a contract in accordance with the NATO Civilian Personnel Regulations.

The successful selected candidate must complete a NATO medical examination and have NATO security clearance before an employment offer will be released. AIRCOM’s medical consultant confirm the recommended candidate is fit to perform the duties and is deployable to NATO's regional areas of operation.

How to Apply for this position

Applications are to be submitted using the NATO Talent Acquisition Platform (NTAP). Applications submitted by other means (e.g. mail, e-mail, fax, etc) will not be accepted.

Notes for Candidates

Applications are automatically acknowledged within one working day after submission. In the absence of an acknowledgement please make sure the submission process is completed or re-submit the application. Applications will not be accepted after the deadline.

Please answer each of the pre-screening questions completely in English. Expressions such as: “please see attached CV”, or invitations to follow links to personal webpages, are not acceptable and will be disregarded.

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.

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.

Current and past civilians working for NATO or any Coordinated Organization, shall indicate their last grade and step held (next to job title), and specify the name of employing NATO body or Coordinated Organization.

Assessments and interviews are tentatively planned for mid-January - February 2026 in Ramstein, Germany.