Office Head (Travel)

NATO • United States of America, Norfolk, MA

7d • Onsite

About The Position

The Finance Directorate (J8) at Headquarters Allied Joint Force Command Norfolk (JFCNF) is responsible for all financial management operations. Within this directorate, the Finance and Accounting Branch handles financial and accounting activities for various projects and reimbursable activities. The Travel Office specifically manages travel arrangements and coordinates transportation services for personnel on official duty, utilizing both Host Nation and commercial resources.

Requirements

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

Nice To Haves

• 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.

Responsibilities

• 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.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED