Deputy Transport Coordinator (BEL004)
FCO - Foreign and Commonwealth Office
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Job Category: Foreign and Commonwealth Office (Operations and Corporate Services)
Job Subcategory: Protocol, Visits and Events
Job Description (Roles and Responsibilities)
The Foreign & Commonwealth Office’s (FCO) diplomatic missions in Benelux are part of a world-wide network of over 200 Posts, representing British political, economic and consular interests overseas. Corporate Services Benelux (CSB) is a joint service leading on operational support delivering a wide range of corporate services in support of the British Embassy, the UK Permanent Representation to the EU and the UK Delegation to NATO as well as to our embassies in The Netherlands and Luxembourg in key areas such as security, finance, pooled transport, HR and IT.
A temporary position (maternity leave cover) has become available as the Deputy Transport Co-ordinator for the UK Diplomatic Missions in Brussels, supporting the Transport Co-ordinator in planning and organising the provision of transport for the Missions and external senior UK visitors to Belgium. In particular, the role is responsible for ensuring timely and accurate invoicing of senior government visitors for services used and working with the Missions on transport programmes including planning for specific high level visits.
This role would suit a highly organised, self-starter who is good on delivery and seeing a job through to the end. With the number of last minute calls for transport because of changing priorities, demonstrated people skills would be invaluable too. The successful candidate doesn’t need to be an expert in invoicing or programme drafting but demonstrate they can ensure that guidance, and systems relating to the transport fleet/contract drivers, is followed fully.
Main Duties and Responsibilities:
- With Transport Co-ordinator, task and direct drivers in all transport activities in Brussels (and Luxembourg and Strasbourg where necessary);
- Provide regular support to the UK Permanent Representation visits Team as well as to the other Missions when they have major events, including making practical arrangements for VIP visits;
- Lead on invoicing VIP, Ministerial and senior visits to Brussels, seeking efficient reimbursement from government departments;
- Monitor drivers’ hours and suggest changes to shifts to achieve maximum value for money as necessary;
- Support Transport Co-ordinator in gathering key management information for the UK Missions;
- Support Director Corporate Services Benelux on co-ordination of logistical support on crisis preparedness.
Essential qualifications and experience
- Fluent level of English (written and spoken);
- Good level of spoken French;
- Excellent organisational skills: proven ability to plan and prioritise tasks;
- Experience of working in a team;
- Ability to anticipate and solve problems with attention to detail;
- A pleasant customer-focused telephone manner;
- Solid skills with sound working knowledge of Outlook, Word, Excel.
Collaborating and Partnering, Delivering Value for Money, Managing a Quality Service, Delivering at Pace.
Application deadline: 25 January 2017
Grade: A2 (L)
Type of Position: Full-time, Temporary
Working hours per week: 36.25
Region: Europe, Eastern Europe & Central Asia
Type of Post: British Embassy
Number of vacancies: 1
Starting monthly salary (EUR): 3,024.50
Start Date: 13 March 2017
End Date: 9 September 2017
Other benefits and conditions of employment
This is a full-time, 5 working days (36.25 hours net) per week to cover a maternity leave for 6 months.
The monthly salary for this position is € 3,024.50, A2 (L) level (The British Diplomatic Missions in Belgium salaries are not subject to annual indexation).
The UK Missions in Brussels will be busier than usual in 2017; the UK Permanent Representation with the UK’s negotiations to exit the EU; the Delegation to NATO with a major summit; and the Embassy to Belgium with a number of major events for the UK commemoration of the Battle of Passchendaele (Third Battle of Ypres) on the 30th and 31st of July 2017. All will involve frequent Ministerial and VIP visits to Belgium. Transporting them efficiently around Brussels and beyond will involve some long hours above and beyond the contracted weekly hours, including outside core hours. Exceptionally there may be a need to work at some point on a weekend. The successful candidate will be an integral member of CSB and as such they will be expected to be flexible and adapt to help cover any potential shift in priorities within this busy time.
CSB also has the advantage of offering Time off in Lieu (TOIL) for extra time worked and provides opportunities to take time off over Easter and in August when there is slightly less activity in the UK Missions. We are also exploring the possibility ad hoc flexible working, whilst recognising there will be limitations on what is possible on a regular basis. CSB is a great place to work with supportive colleagues and access to learning and development opportunities including with our in house training hub.
Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.
The successful candidates will be subject to professional background checks and security clearance.
Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”. We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
Please be advised that the British Diplomatic Missions will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a job.