STT- Travel centralization - Hourly rate: €51

Spektrum supports apex purchasers (NATO, UN, EU and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

Who we are supporting

The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO’s member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.

The NCIA provides a wide range of services, including:

• Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO’s communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATO’s military commanders to plan and execute operations.
• Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
• Electronic Warfare: The NCIA provides electronic warfare services to support NATO’s mission to detect, deny, and defeat threats to its communication networks.
• Information Management: The NCIA manages NATO’s information technology infrastructure, including its databases, applications, and servers.

Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO’s communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

The NATO Communications and Information Agency (NCI Agency) is NATO’s principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.

In order to provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance engaged workforce. The NCI Agency workforce strategically consists of three major categorises: NATO International Civilians (NIC)s, Military (Mil) and Interim Workforce Consultants (IWC)s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

Role Duties and 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;

Essential Skills and Experience

• 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;
• Excellent computer skills.

Desirable Skills and Experience

• 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;

Working Location

• Brussels, Belgium

Working Policy

• On-Site

Travel

• Some travel to other NATO sites may be required

Contract Duration

• Mar 2024 – Dec 2024

Security Clearance

• Valid National or NATO Secret personal security clearance