Staff Assistant (Administration and Travel) - CAOC Uedem

The Staff Assistant supports travel coordination and administration for all CAOC members, ensuring compliance with NATO travel policies. The role involves organizing travel logistics, preparing travel authorizations, and managing travel documentation and budgets within the CAOC Finance and Purchasing Office.

Responsibilities

• Provide travel support within the CAOC Finance and Purchasing Office for staff assigned to NATO Trial Structure/Peace Time Establishment (PE)/ Crisis Establishment (CE).
• Organize and maintain travel administration files, records, and ensure compliance with NATO’s travel guidelines and NATO’s document management policies.
• Prepare and submit travel authorizations, and associated documentation in accordance with NATO travel policies and regulations.
• Provide guidance and support to staff members regarding travel regulations, procedures, and entitlements.
• Assist in the preparation of itineraries, ensuring the timely and accurate communication of travel details to all relevant parties.
• Support the implementation of travel office processes and procedures to ensure consistency and efficiency across the team.
• Perform other duties as assigned by the line manager or supervisor, in line with the needs of the organization and NATO travel contract.
• Plan, prepare, coordinate and execute a broad range of travel activities in order to provide responsive, efficient and economical travel and mobility services including all modes of transportation like staff/rental car, mass transport, commercial air for the day-to-day operations of all travel and mobility-related activities at the CAOC.
• Assist in managing the CAOC travel and transportation budget to confirm invoices for accuracy and validity against bookings.
• Coordinate travel requirements with the requesters and prepare/file all necessary documents.
• Assist in the decision-making process related to TDY of CAOC personnel.
• Process all travel request applications and execute all necessary bookings for CAOC personnel going on TDY.

Requirements

• English – good – NATO Standard Language Proficiency 3322 (Listening, Speaking, Reading and Writing) in accordance with NATO standard agreement (STANAG) 6001.
• Secondary education and completed vocational training in related field/discipline (equivalent is Secondary Education AND completed vocational training in relevant field leading to a professional certification or accreditation).
• Minimum 3 years professional experience in an administrative role within an international organization.
• Professional experience in organizing and coordinating travel logistics for personnel, ideally within NATO or similar international organization.
• Professional experience in the preparation and processing of official correspondence and reports.
• Familiarity with NATO’s administrative and travel procedures (desirable).
• Experience working with Oracle - NATO Automated Financial System (FinS) (desirable).
• Experience using travel booking platforms/tools (desirable).
• Completion for this position relevant courses / training (desirable).
• Good communication skills, both oral and written - able to communicate at all levels.
• Good interpersonal skills including tact and diplomacy.
• Ability to collaborate and work with various stakeholders.
• Ability to work under pressure.
• Good problem-solving skills.
• Good attention to details.
• Must be deployable and able to obtain and maintain a security clearance.
• Required to pass a medical examination before an employment contract offer is released.

Skills

• Travel Logistics Coordination
• Administrative Support
• Correspondence Preparation
• Report Writing
• NATO Travel Regulations
• Oracle FinS
• Travel Booking Platforms
• Stakeholder Collaboration
• Security clearance compliance
• Budget Management
• Vocational Education
• International Organization Administration

Languages

English