View Vacancy -- 2017-CA-13 - Travel Assistant
The Travel Assistant will join the Travel team and will report to the Head of the Finance, Procurement and Travel Unit.
The successful candidate will provide administrative support for travel and logistical arrangements associated with the operational business of CEPOL; coordinating, booking and recording the travel arrangements for CEPOL staff, visitors and attendees of CEPOL activities.
- Supports organisation of travel and accommodation for participants in CEPOL activities, visitors and staff;
- Liaises between CEPOL and its contracted travel agency;
- Supports organisation of activities organised by CEPOL when required by providing logistical support to events;
- Contributes to drafting internal guidelines related to travel including staff missions;
- Informs CEPOL staff on mission and reimbursement guidelines;
- Monitors travel budget and report on the execution of mission/travel budgetary allocations and expenditure;
- Monitors and follow-up travel reimbursements;
- Performs the assigned financial role in line with the Executive Director's decision on the financial workflow and the Financial Regulation of CEPOL for the budget lines assigned;
- Supports development of ICT solutions related to travel organisation when required;
In addition, in order to be eligible the candidate must:
- Be a national of a Member State of the Union;
- Be entitled to his or her full rights as a citizen;
- Have fulfilled any obligations imposed by the applicable laws on military service;
- Meet the character requirements for the duties involved;
- Be physically fit to perform the duties linked to the post; and
- Have a thorough knowledge of one of the languages of the Union and a satisfactory knowledge of another language of the Union.
Post-secondary education attested by a diploma
or
Secondary education attested by a diploma giving access to post-secondary education and appropiate professional experience of three years.
In addition to the above, at least 3 years of relevant and proven professional experience gained after obtaining the diploma (In total 6 years in case of a secondary education).
A contract offer will be made as a member of the Contract Agent staff of the agency in accordance with the Conditions of Employment of Other Servants of the European Communities for a period of minimum 24 months, which may be renewed. The third contract will be for an indefinite period. As the advertised position is project-funded, there shall be no expectation on the side of the candidate that an employment contract may be extended beyond the duration of the project. The successful candidate will be recruited as Travel Assistant – FG III.
The basic monthly net pay for this post is EUR 1,981.08 (grade 8), EUR 2,241.47 (grade 9) or EUR 2,536.08 (grade 10). The correction coefficient (on the date of publication of this vacancy notice is 74.5% for Hungary and is already taken in consideration for these amounts.
The grade is determined on the basis of professional experience gained after obtaining the diploma of an education required for the position and in line with applicable implementing rules.
In addition, based on personal situation, the following allowances might be granted:
- Expatriation or foreign residence allowance: 16% or 4% of the basic pay.
- Annual travel allowance: staff who are entitled to the expatriation (16%) or foreign residence (4%) allowance are entitled to be paid each calendar year a sum representing the cost of travel from the place of employment to the place of origin for themselves and, if they are entitled to the household allowance, for their spouse and dependents (less than age of 2)
- Household allowance
- Allowance for a dependent child or person treated as such:
- Pre-school allowance:
- Education allowance:
- School fees: paid by CEPOL for dependent children who joined the staff member in changing the residence to fully respect the article 20 of the Staff Regulations. The school shall be considered as non-fee paying and the staff member concerned shall not receive the education allowance mentioned in the bullet point(s) above.
The costs covered by CEPOL shall be:
- The registration and attendance fees at international schools
- The transportation costs
- Excluding all other costs as described on the Commission decision C(2004)131-53-2004 on general implementing provisions for the grant of the education allowance.
In addition, CEPOL will provide benefits and entitlements in line with those of European Union Civil Servants. Such entitlements will be established based on the necessary documents provided by the newly recruited staff member upon taking up duty with CEPOL.
The successful candidate shall undergo a probation period of 9 months.
For reasons related to CEPOL’s operational requirements, the candidate may be required to be available at short notice.
The highest scoring candidates exceeding the threshold defined in advance by the Selection Committee shall be invited for interview. Maximum number of candidates to be invited for interview shall not exceed 10. Interview will be held in person in Budapest, Hungary.
The information provided in applications is subject to EU legislation on protection of personal data and confidentiality of information.
Candidates who achieve 65% of the total scores available for interview will be included in a Reserve List. The reserve list will be valid until 31 December 2018 and may be extended by the decision of the Appointing Authority of CEPOL. (Please be aware that placement on a reserve list in no way garantees future employment at CEPOL.)
Proven experience and skills in international travel arrangements, particularly flights;
Proven experience in organising international meetings or events (please give examples);
Ability to plan, monitor and report travel budget expenditure;
Ability to write and communicate in a clear and concise manner in English;
Proficient user of Microsoft Office applications, in particular Excel and Outlook;
Working experience in an EU Institution/Agency or a similar international environment;
Proven experience in using on-line booking and communication tools such as CRM, Galileo, Amadeus, etc.);
This opportunity is closed to applications.