NATO BODY/Post duty location: ACO/Allied Combined Air Operations Centre (CAOC), Torrejon, Spain
POST NO. OKT GXBX 0040
TITLE: Staff Assistant, Administration and Travel
DIVISION: Static Air Defence Centre and Combat Service Support
NATO GRADE: G-8
SECURITY CLEARANCE: NATO S E C R E T
1. Post Context/Post Summary
The Allied Combined Air Operations Centre (CAOC) to plan, direct, task, coordinate, supervise, assess and report on air operations of all allocated assets in peace, crisis and conflict in accordance with the Commander Allied Air Command’s directives.The SADC will conduct the basis mission of the CAOC, to include Air Policing. The D-AOC is available to be deployed to contribute to the formation of a JFAC.
The Command Group is responsible to COM AIRCOM for the command and control of all NATO and national forces placed under the CAOC authority. It is responsible for Air Policing in its assigned Air Policing Area.Liaises with the appropriate land and maritime forces, and coordinates between national and NATO Agencies.
The Finance and Contracting Office is responsible for financial planning, budget execution, acquisition support and reporting.
The incumbent is responsible for supporting travel for all CAOC members with coordination and administration of all TDY and purchasing commercial tickets for road, air or ferry transportation.
2. Principal Duties
The incumbent's duties are:
- Provide travel support within the CAOC Finance and Acquisition Office for staff assigned to NATO Trial Structure / PE / CE. This includes serving as the primary point of coordination for official travel and mobility support for CAOC personnel.
- Organize and maintain travel administration files and records, ensuring auditability and compliance with NATO travel regulations, NATO Financial Regulations, and NATO document management policies.
- Prepare, submit, validate, and process travel authorizations and associated supporting documentation in accordance with NATO travel policies and regulations.
- Validate travel requests for accuracy, authenticity, and regulatory compliance, and determine the most appropriate and economical mode of transportation in accordance with mission requirements.
- Provide authoritative guidance and support to staff members regarding travel regulations, procedures, and entitlements.
- Assist in the preparation and validation of travel itineraries, ensuring the timely and accurate communication of travel details to all relevant parties and stakeholders.
- Plan, prepare, coordinate, and execute a broad range of travel and mobility activities in order to provide responsive, efficient, and economical travel support. This includes all modes of transportation such as commercial air, rail, ferry, staff or rental vehicles, and mass transport in support of day-to-day operations, exercises, and deployments at the CAOC.
- Support the implementation and continuous improvement of travel office processes and procedures to ensure consistency, efficiency, risk mitigation, and effective internal control across the team.
- Liaise with contracted Travel Management Companies and Host Nation service providers to ensure contractual compliance, service quality, and cost-effective travel solutions.
- Assist in managing the CAOC travel and transportation budget by certifying travel-related invoices and confirming accuracy and validity against bookings, authorizations, and contractual terms.
- Maintain accurate financial and transactional records in support of audit and internal control requirements.
- Coordinate travel requirements with requesters and prepare and file all necessary documentation. Assist in the decision-making process related to TDY travel of CAOC personnel, process all travel request applications, and execute all necessary bookings for personnel conducting TDY.
- Perform other duties as assigned by the line manager or supervisor, consistent with organizational requirements and applicable NATO travel contracts.
3. 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 also be directed to undertake operational duties supporting AIRCOM in its Air Power projection role, and when HQ AIRCOM executes its role as the NATO Command Structure (NCS) Joint Force Air Component (JFAC). Operational duties take precedence over peacetime tasks and may include frequent training activities, temporary duty (TDY) assignments, and deployments within and outside NATO boundaries. Operational duties may exceed 30 days and may be conducted on short notice; acceptance of the contract constitutes agreement to deploy when required.
The work is normally performed in a Normal NATO office working environment / Secure office environment with artificial light and air (e.g. Bunker).
Normal Working Conditions apply. The risk of injury is categorised as No risk / risk might increase when deployed.
4. Essential Qualifications
a. Education/Training
Secondary education and basic trainingfor specific task related skills, with 3 years of experience.
b. Professional/Experience
A minimum of three (3) years of experience in an administrative, travel administration, commercial travel management, or mobility coordination role within a multinational, military, or international environment.
Demonstrated experience coordinating official travel in compliance with financial, procurement, and audit regulations.
Proven experience in organizing and coordinating travel logistics for personnel, ideally within a NATO or similar international organization.
Experience in the preparation and processing of official correspondence, reports, and presentations.
c. Language
English - SLP 3322 - (Listening, Speaking, Reading and Writing)
NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted mainly in English.
5. Desirable Qualifications
a. Professional Experience
Familiarity with NATO’s administrative and travel procedures.
b. Education/Training
- Education/Training Experience with Oracle - NATO Automated Financial System (FinS).
- Experience working with NATO enterprise financial or travel management systems
- Experience in a NATO or NATO-equivalent international environment.
- Knowledge of European transport networks and Host Nation travel markets is considered an asset.
- Experience in using travel platforms
- Course: LOG-LG-3707 - NATO Host Nation Support Course (NHNSC)
c. Language
Host Nation Language functional proficiency is desirable for liaison with Host Nation vendors, suppliers and service providers.
6. Attributes/Competencies
• Personal Attributes: The incumbent must demonstrate courtesy, tact, diplomacy, mental alertness, negotiating skills, and service-mindedness in dealing with travelers, contractors, and government agencies. A demonstrated customer-service orientation in a high-tempo, senior-leader environment is essential. The incumbent must be able to adapt to non-routine mission requirements and exercise sound judgement when operating independently.
Other attributes include flexibility, the ability to work well under pressure, strong organizational, analytical, and problem-solving skills, and a retentive memory.
• Professional Contacts: Liaises with subordinate, supervisory, and key officials of HQ AIRCOM, CAOCs, and DACCC, and supported agencies and units up to and including general officer level on operational and mission-critical issues. Maintains frequent professional interaction with senior military and civilian officials, Host Nation authorities, and commercial service providers.
Assists and manages procurement actions between contractors and users/requesters through established CPAs (Contract Purchase Agreements).
• Contribution To Objectives: The professionalism of the HQ member has a substantial impact not only on the travel costs of HQ AIRCOM but also on the effectiveness and efficiency of all HQ personnel going TDY. The incumbent’s performance directly supports operational readiness, financial stewardship, and mission execution across the Headquarters.
There are no reporting responsibilities. This post reports to: Office Head (Finance and Purchasing) - OF-4
This post does not deputises anybody. This post is not deputised by anybody.
8. CONTRACT
The successful candidate will receive a three-year definite duration contract which may be followed by an indefinite duration contract.
The basic entry-level monthly salary for a NATO Grade G8 in Spain is Euro 3,908.51 which may be augmented by allowances based on the selected staff member’s eligibility, and which is subject to the withholding of approximately 20% for pension and medical insurance contributions.
9. HOW TO APPLY: Important notice to candidates on use of Artificial Intelligence (AI):As part of our commitment to a fair and merit-based recruitment process, detection of AI usage at any stage of the process (including AI-generated application forms) will result in the immediate disqualification of your application.You are welcome to use AI tools for basic spell-checking/grammar correctness only. We appreciate your integrity and look forward to assessing your genuine skills and experience.
HQ JFC Naples uses NATO Talent Acquisition Platform.
In order to apply for this vacancy, please visit the platform at: https://nato.taleo.net/careersection/2/jobsearch.ftl?lang=en, and search for vacancies within HQ JFC Naples with duty location Torrejon, Spain. Note that once you created your profile, it may be used for other similar vacancies within NATO.
Employment pre-requisites:
Candidates are invited to submit their applications only if:
They are nationals of a NATO member country
They are over 21 and under 60 years of age at the time of taking up their appointments. Appointments of definite duration may be offered to candidates of 60 years of age or more, provided that the expiry date of the contract is not later than the date at which the candidate attains the age of 65.
Additional information:
A NATO security clearance and approval of the candidate’s medical file by the NATO Medical Adviser are essential conditions for appointment to this post. Applicants are not required to possess a clearance at the time of applying, but they must be eligible for a clearance. HQ JFC Naples will take action to obtain the required security clearance from the successful candidates’ national authorities. The selected candidate will be affiliated to the NATO Defined Contribution Pension Scheme (DCPS). For info please visit https://www.nato.int/cps/en/natolive/86790.htm
Please note that we can only accept applications from nationals of NATO member countries. The selected candidate will be affiliated to the NATO Defined Contribution Pension Scheme (DCPS). For info please visit https://www.nato.int/cps/en/natolive/86790.htm.