Staff Assistant, Administration and Travel

The Staff Assistant supports travel and administration for the Allied Combined Air Operations Centre (CAOC) in Torrejon, Spain. The role involves coordinating official travel, managing travel documentation, and ensuring compliance with NATO travel and financial regulations to support operational readiness and mission execution.

Responsibilities

• Provide travel support within the CAOC Finance and Acquisition Office for staff assigned to NATO Trial Structure / PE / CE, 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 to provide responsive, efficient, and economical travel support including all modes of transportation such as commercial air, rail, ferry, staff or rental vehicles, and mass transport.
• 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.

Requirements

• Secondary education and basic training for specific task related skills, with 3 years of 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.
• English - SLP 3322 - (Listening, Speaking, Reading and Writing)
• Familiarity with NATO’s administrative and travel procedures is desirable.
• Education/Training Experience with Oracle - NATO Automated Financial System (FinS) is desirable.
• Experience working with NATO enterprise financial or travel management systems is desirable.
• Experience in a NATO or NATO-equivalent international environment is desirable.
• Knowledge of European transport networks and Host Nation travel markets is considered an asset.
• Experience in using travel platforms is desirable.
• Course: LOG-LG-3707 - NATO Host Nation Support Course (NHNSC) is desirable.
• Host Nation Language functional proficiency is desirable for liaison with Host Nation vendors, suppliers and service providers.

Skills

• Travel Administration
• Commercial Travel Management
• Mobility Coordination
• Travel Logistics Coordination
• Correspondence Preparation
• Report Writing
• Presentation Preparation
• Financial Compliance
• Procurement Compliance
• Audit Compliance
• NATO Administrative Procedures
• NATO Travel Procedures
• Oracle NATO Automated Financial System
• NATO Financial Systems
• NATO Travel Management Systems
• Travel Platforms
• European Transport Networks
• Host Nation Travel Markets

Languages

English