Staff Assistant (Administration and Travel)
Job Description
Job Posting Organization:
The Allied Combined Air Operations Centre (CAOC) is a pivotal organization within NATO, established to plan, direct, task, coordinate, supervise, assess, and report on air operations of all allocated assets during peace, crisis, and conflict. The CAOC operates under the directives of the Commander Allied Air Command and is responsible for ensuring effective air policing and coordination among NATO and national forces. The organization includes various branches such as the Static Air Defence Centre (SADC) and the Deployable Air Operations Centre (D-AOC), which can be deployed to support the formation of a Joint Force Air Component (JFAC). The CAOC's command group is tasked with overseeing all NATO and national forces under its authority, ensuring seamless communication and coordination with land and maritime forces, as well as national and NATO agencies. The Budget and Finance (BUDFIN) Branch plays a crucial role in financial planning, budget execution, and reporting, which is essential for the smooth operation of the CAOC.
Job Overview:
The Staff Assistant (Administration and Travel) position is integral to the CAOC's operational efficiency, focusing on providing comprehensive travel support for all CAOC members. The incumbent will be responsible for coordinating and administering all duty travel (TDY), which includes purchasing commercial tickets for various modes of transportation such as road, air, or ferry. The role requires meticulous organization and maintenance of travel administration files and records, ensuring compliance with NATO's travel guidelines and document management policies. The Staff Assistant will prepare and submit travel authorizations and associated documentation, provide guidance to staff members regarding travel regulations, and assist in the preparation of itineraries. This position also involves supporting the implementation of travel office processes to ensure consistency and efficiency across the team, as well as managing the CAOC travel and transportation budget. The work environment is a standard NATO office setting, but the candidate must be deployable and may be required to undertake deployments in support of military operations, which could last from 30 to 183 days.
Duties and Responsibilities:
The Staff Assistant (Administration and Travel) will have a diverse set of responsibilities, including but not limited to: providing travel support within the CAOC Finance and Purchasing Office; organizing and maintaining travel administration files and records; ensuring compliance with NATO travel guidelines; preparing and submitting travel authorizations and associated documentation; providing guidance and support to staff members regarding travel regulations; assisting in the preparation of itineraries; supporting the implementation of travel office processes; planning, preparing, coordinating, and executing a broad range of travel activities; assisting in managing the CAOC travel and transportation budget; coordinating travel requirements with requesters; processing all travel request applications; executing necessary bookings for CAOC personnel on TDY; and performing other duties as assigned by the line manager or supervisor.
Required Qualifications:
Candidates must possess a good command of English, meeting NATO Standard Language Proficiency 3322 in listening, speaking, reading, and writing, as the work is conducted in English. Additionally, candidates should have completed secondary education along with vocational training in a related field, which is equivalent to secondary education and professional certification. A minimum of three years of professional experience in an administrative role within an international organization is required, along with experience in organizing and coordinating travel logistics for personnel, ideally within NATO or a similar international organization. Candidates should also have professional experience in preparing and processing official correspondence and reports.
Educational Background:
The educational background required for this position includes secondary education and completed vocational training in a relevant field or discipline. This educational requirement is essential for ensuring that candidates have the foundational knowledge and skills necessary to perform the duties associated with the role effectively.
Experience:
The position requires a minimum of three years of professional experience in an administrative capacity, particularly within an international organization. This experience should include a strong focus on travel logistics and coordination, as well as familiarity with the preparation and processing of official documents and correspondence. Candidates with experience in NATO or similar organizations will be preferred, as they will have a better understanding of the specific requirements and protocols involved in this role.
Languages:
The mandatory language for this position is English, with a requirement for good proficiency as per NATO standards. Candidates must demonstrate their ability to communicate effectively in both oral and written forms. While English is the primary language, familiarity with additional languages may be considered an asset, although it is not explicitly stated as a requirement.
Additional Notes:
The position is subject to normal NATO office working conditions, and candidates must be deployable, which may involve undertaking assignments in support of military operations and exercises. The duration of such deployments can exceed 30 days and may extend up to 183 days within a 574-day period. Candidates must also be prepared to undergo a medical examination to ensure they are fit for duty and can maintain a security" style="border-bottom: 1px dotted #007bff !important;">security-clearance" style="border-bottom: 1px dotted #007bff !important;">security clearance. The application deadline is set for Sunday, 15 November 2026, at 23:59, with tests and interviews for shortlisted candidates scheduled for the second part of January 2027 in Uedem, Germany. Candidates are required to apply electronically through the NATO Talent Acquisition Program, and it is crucial that all information provided in the job submission form is comprehensive and detailed, as the Selection Board will assess only the information submitted.
The Allied Combined Air Operations Centre (CAOC) is a pivotal organization within NATO, established to plan, direct, task, coordinate, supervise, assess, and report on air operations of all allocated assets during peace, crisis, and conflict. The CAOC operates under the directives of the Commander Allied Air Command and is responsible for ensuring effective air policing and coordination among NATO and national forces. The organization includes various branches such as the Static Air Defence Centre (SADC) and the Deployable Air Operations Centre (D-AOC), which can be deployed to support the formation of a Joint Force Air Component (JFAC). The CAOC's command group is tasked with overseeing all NATO and national forces under its authority, ensuring seamless communication and coordination with land and maritime forces, as well as national and NATO agencies. The Budget and Finance (BUDFIN) Branch plays a crucial role in financial planning, budget execution, and reporting, which is essential for the smooth operation of the CAOC.
Job Overview:
The Staff Assistant (Administration and Travel) position is integral to the CAOC's operational efficiency, focusing on providing comprehensive travel support for all CAOC members. The incumbent will be responsible for coordinating and administering all duty travel (TDY), which includes purchasing commercial tickets for various modes of transportation such as road, air, or ferry. The role requires meticulous organization and maintenance of travel administration files and records, ensuring compliance with NATO's travel guidelines and document management policies. The Staff Assistant will prepare and submit travel authorizations and associated documentation, provide guidance to staff members regarding travel regulations, and assist in the preparation of itineraries. This position also involves supporting the implementation of travel office processes to ensure consistency and efficiency across the team, as well as managing the CAOC travel and transportation budget. The work environment is a standard NATO office setting, but the candidate must be deployable and may be required to undertake deployments in support of military operations, which could last from 30 to 183 days.
Duties and Responsibilities:
The Staff Assistant (Administration and Travel) will have a diverse set of responsibilities, including but not limited to: providing travel support within the CAOC Finance and Purchasing Office; organizing and maintaining travel administration files and records; ensuring compliance with NATO travel guidelines; preparing and submitting travel authorizations and associated documentation; providing guidance and support to staff members regarding travel regulations; assisting in the preparation of itineraries; supporting the implementation of travel office processes; planning, preparing, coordinating, and executing a broad range of travel activities; assisting in managing the CAOC travel and transportation budget; coordinating travel requirements with requesters; processing all travel request applications; executing necessary bookings for CAOC personnel on TDY; and performing other duties as assigned by the line manager or supervisor.
Required Qualifications:
Candidates must possess a good command of English, meeting NATO Standard Language Proficiency 3322 in listening, speaking, reading, and writing, as the work is conducted in English. Additionally, candidates should have completed secondary education along with vocational training in a related field, which is equivalent to secondary education and professional certification. A minimum of three years of professional experience in an administrative role within an international organization is required, along with experience in organizing and coordinating travel logistics for personnel, ideally within NATO or a similar international organization. Candidates should also have professional experience in preparing and processing official correspondence and reports.
Educational Background:
The educational background required for this position includes secondary education and completed vocational training in a relevant field or discipline. This educational requirement is essential for ensuring that candidates have the foundational knowledge and skills necessary to perform the duties associated with the role effectively.
Experience:
The position requires a minimum of three years of professional experience in an administrative capacity, particularly within an international organization. This experience should include a strong focus on travel logistics and coordination, as well as familiarity with the preparation and processing of official documents and correspondence. Candidates with experience in NATO or similar organizations will be preferred, as they will have a better understanding of the specific requirements and protocols involved in this role.
Languages:
The mandatory language for this position is English, with a requirement for good proficiency as per NATO standards. Candidates must demonstrate their ability to communicate effectively in both oral and written forms. While English is the primary language, familiarity with additional languages may be considered an asset, although it is not explicitly stated as a requirement.
Additional Notes:
The position is subject to normal NATO office working conditions, and candidates must be deployable, which may involve undertaking assignments in support of military operations and exercises. The duration of such deployments can exceed 30 days and may extend up to 183 days within a 574-day period. Candidates must also be prepared to undergo a medical examination to ensure they are fit for duty and can maintain a security" style="border-bottom: 1px dotted #007bff !important;">security-clearance" style="border-bottom: 1px dotted #007bff !important;">security clearance. The application deadline is set for Sunday, 15 November 2026, at 23:59, with tests and interviews for shortlisted candidates scheduled for the second part of January 2027 in Uedem, Germany. Candidates are required to apply electronically through the NATO Talent Acquisition Program, and it is crucial that all information provided in the job submission form is comprehensive and detailed, as the Selection Board will assess only the information submitted.
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We are not liable for any decisions or actions taken by applicants in response to this job listing. By applying, you agree that all application processes, interviews, and potential job offers are managed exclusively by the listed employer or organization.
Beware of fraudulent job offers. Do not provide sensitive personal information or make any payments to secure a job.