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Full-time Travel and Missions Assistant

la European Police College - CEPOL in Bramshill, United Kingdom

Title of function: Travel and Missions Assistant
Tipe of function: Contract Agent, FGII
Institution: European Police College - CEPOL

Job Summary
The post of Travel and Missions Assistant is primarily concerned with the 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. This post reports to the Head of the Training Unit.

Key Accountabilities
The jobholder will report to the Head of the Training Unit, and also work closely with the operational staff involved in the organisation of CEPOL activities and events as well as travellers throughout Europe and associated Member States.
The job holder will in particular be responsible for the following activities:
• Be the main point of liaison between CEPOL and its contracted travel agency and coordinate matters related to travel and accommodation planning, reservations and bookings.
• Ensure clear and timely information to staff on travel and reimbursements matters;
• Coordinate the booking and organisation of flights, other travel arrangements and hotel bookings for meeting and training participants;
• Monitor travel budgets and report on the execution of mission budgetary allocations
• Monitor and follow-up travel reimbursements;
• Prepare reports for planning purposes.
• Liaison with the NPIA for on-site accommodation of visitors
• Support to other functions within CEPOL for the arrangements of logistics for on-site meetings and other activities organised by CEPOL when required.
• Report to CEPOL Management, staff and traveller in the event of travel disruption and/or emergencies in association with the contracted travel agencies.

Eligibility Criteria
1 a level of post-secondary education attested by a diploma,
a level of secondary education attested by a diploma giving access to post-secondary education, and appropriate professional experience of at least three years,
where justified in the interest of the service, professional training or professional experience of an equivalent level.
2 Thorough knowledge of one of the languages of the Communities. The applicant must also have a satisfactory knowledge of another language of the Communities, corresponding to level A2 of the Common European Framework of References for Languages (CEFR).
In addition, in order to be eligible the candidate must:
• Be a national of a Member State of the European 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 and
• Be physically fit to perform the duties linked to the post.

Selection Criteria
Candidates selected on the basis of the above eligibility criteria will then be evaluated according to the following criteria:
• At least 2 years, following fulfilment if the criteria described in Section 3.1, of professional experience in positions related to the aforementioned duties;
• Experience in arranging the practicalities and logistics relating to meetings or events in Europe;
• Thorough experience in international travel arrangements for meeting participants across Europe;
• Excellent computer skills, in particular Excel; ability to plan, monitor and report travel budget expenditure in Excel;
• Experience in an EU institution or agency, or in a multicultural environment;
• Very good communication skills (verbal and written) for contacts with staff and service providers;
• Very good command of oral and written English;
• Ability to work under pressure and manage responsibilities;
• Excellent team-working ability in a multicultural environment;
• Strong organisational skills and ability to work independently and take initiatives;
• Client oriented approach and determination to find answers to unforeseen problems.
• Strong organisational skills and ability to work independently and take initiatives;
• Client oriented approach and determination to find answers to unforeseen problems.

Appointment and Conditions of Employment
A contract offer will be made as a member of the temporary staff of the CEPOL Secretariat in accordance with the Conditions of Employment of Other Servants of the European Communities3 for a five year period, which may be renewed.
The successful TWO candidates will be recruited as FG II. The estimated basic monthly salary shall be €1919.18, dependent upon relevant experience and excluding allowances. The correction coefficient (currently on date of publication of vacancy notice: 34.4%) for the United Kingdom shall apply. The salary is free of national taxation. In addition, CEPOL will provide benefits and entitlements in line with those of European Union Civil Servants. The successful candidate shall undergo a probation period of 9 months.
The successful
Two candidates will be appointed by the Director on the basis of a list of suitable candidates proposed by the Selection Committee. Candidates should note that the proposal may be made public and that an inclusion on a reserve list does not guarantee recruitment. The established reserve list may be used for the recruitment of similar posts depending on the needs of CEPOL and will be valid for a period of 18 months following the report of the Selection Committee (the validity of the reserve list may be extended).
For reasons related to CEPOL’s operational requirements, the candidate may be required to be available at short notice.

Submission of Application
For applications to be valid and eligible for consideration, the candidates must submit in a single A4-sized envelope one (1) original and three (3) copies of all the following documents:
• Curriculum Vitae (CV) in the Euro-pass format;
• A complete CEPOL Application Form;
• A motivation letter of no more than one page, explaining why the candidate is interested in the post and what would be his/her added value to CEPOL if selected;
• The application form MUST be signed and dated.
Candidates are kindly asked to send their applications as separate sheets without stapling or binding them together. In order to ensure the receipt of your application, CEPOL strongly recommends sending it by registered mail.
Applications sent via e-mail will not be accepted.

Closing Date
Applications must be post marked no later than 31/01/2013
Please note that in order to be considered, the applications received are required to be dispatched within the deadline. The postmark date will serve as a proof of dispatch within the deadline.

Sending applications
Please send your application marked private and confidential to the following address:
European Police College (CEPOL)
Human Resources Section
Bramshill, Hook
Hampshire RG27 0JW
United Kingdom

Source: cepol.europa.eu.

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