Transport Coordinator (BEL23.545)

Our daily work relies on the input of dedicated individuals who engage on many different topics and activities. We seek to employ a diverse range of candidates who bring their own talents and perspectives to the role. We have a strong corporate agenda that ensures we create a positive and inclusive working environment where everyone is valued for their contribution.

The Foreign, Commonwealth & Development Office’s (FCDO) diplomatic missions in Benelux, part of a world-wide network of over 230 Posts, representing British political, economic and consular interests overseas are now looking for a full-timeTransport Coordinatorto join Corporate Services Benelux (CSB).

WHO ARE WE:

CSB is a joint service that leads on operational support to the UK Diplomatic Missions in Brussels (our Missions to the EU & NATO and our bilateral Embassy to Belgium). CSB also has some responsibility for the Devolved Administrations in Brussels and the Luxembourg & The Hague Embassies. We manage and deliver a broad combination of complex operational and strategic work on staff issues (locally recruited and UK based), Finance, IT, Security and Transport. We also manage a shared Residence for all of the UK Missions’ high level entertaining. It is one of the biggest operations in the UK’s Europe Diplomatic Network.

A full time vacancy has become available as the Transport Coordinator for the UK Diplomatic Missions in Brussels, supporting the Transport Manager in planning and organising the provision of transport for the UK Missions and external senior UK visitors to Belgium. In particular, the role is responsible for the day-to-day transport planning which will involve working closely with all of the Missions on transport needs and the Visits team in particular for specific high-level visitors. The role will also lead on timely and accurate invoicing of senior government visitors for services used. It will involve being on call for a couple of days/ weekends each month, the role will require, on occasion, some long hours above the contracted weekly hours, including sometimes outside core hours or at weekends. CSB does have the advantage of offering Time off in Lieu (TOIL) for extra time worked. CSB also offers flexible working where possible.

CSB is diverse, respect & values based while seeking to deliver effectively in a friendly manner. We put the welfare & needs of staff first. Our staff survey scores for wellbeing and collegiate support score high. We offer many learning and development opportunities.
The role would suit a highly organised, self-starter who demonstrates experience of completing tasks well and within short deadlines. With the number of last minute calls for transport as a result of changing priorities, demonstrated people skills would be invaluable too. The successful candidate does not need to be an expert in transport programmes or invoicing but should be able to demonstrate that they can ensure guidance and systems relating to the transport fleet and drivers are followed. We will train the successful candidate in both protocol issues and how to manage VIP visits in order to improve the way the Missions work together.

THE ROLE ENTAILS:

• Prepare the day to day transport planner, organising all ambassadorial and high level visitors’ transport needs
• Prepare and process invoices relating to our high level visitors in Brussels including preparing transport quotes, liaising with the British Residence Team on accommodation charges and ensuring efficient reimbursement from government departments
• Task and direct the drivers in all transport activities in Brussels in collaboration with the Transport Manager
• Monitor drivers’ hours and shifts to keep their TOIL levels down
• Support the Transport Manager in a timely manner, in recording key transport management information for the UK Missions
• Support the UK Missions’ crisis leads on co-ordination of logistical support around crisis preparedness
• Process manual invoice requests (MIR)
• Create requisitions for the transport department and other colleagues within the missions when instructed
• Day to day admin (invoices, vehicle maintenance etc)

Our ideal candidate shows:

• Full professional proficiency in English, including excellent writing skills (written and spoken, minimum of C1 level for CEFR framework*)
• Knowledge of spoken French
• Excellent organisational skills
• Proven ability to plan and prioritise tasks
• Ability to anticipate and solve problems
• Work at a high pace with attention for detail
• Experience of working well in a team
• Pleasant customer-focused telephone manners
• Experience in administrative duties and finance
• Solid IT skills with sound working knowledge of Outlook, Word, Excel

Good to have:

• Knowledge of Dutch language
• Clean Driver’s License
• Previous experience of managing logistics operations

This is a permanent full-time contract for 5 working days (36.25 hours net) per week. The monthly gross salary for this position is € 4.004.53 (AO level). In addition, we offer an extensive salary package, which includes a 13th month, luncheon vouchers, pension scheme, optional hospitalisation insurance (subject to monthly employee contribution), reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

The successful candidates will be subject to professional background checks and security clearance.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.

Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

Working patterns:Please be informed that the role will involve being on-call for a couple of days/ weekends each month. On occasions some long hours above the contracted weekly hours, including sometimes outside core hours or at weekends.

Please note, Common European Framework of Reference for Languages: Learning, Teaching, Assessment indicates Level C1 as Mastery or proficiency Level which comprehends that a person can understand with ease virtually everything heard or read; can summarize information from different spoken and written sources, reconstructing arguments and accounts in a coherent presentation; can express themselves spontaneously, very fluently and precisely, differentiating finer shades of meaning even in the most complex situations. For more information please click on the following link CEFR. Please bear in mind in case you are invited for an interview your languages skills are going to be assessed.

Please be advised that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.