View Vacancy - Deputy Transport Co-ordinator (BEL18.398)
The Foreign & Commonwealth Office’s (FCO) diplomatic missions in Benelux are part of a world-wide network of over 230 Posts, representing British political, economic and consular interests overseas.
Corporate Services Benelux (CSB) is a joint service that leads on operational support to the UK Diplomatic Missions in Brussels (our Missions to the EU & NATO and our bilateral Embassy to Belgium). CSB also has some responsibility for the Devolved Administrations in Brussels and our Luxembourg & The Hague Embassies.
We manage and deliver a broad combination of complex operational and strategic work on staff issues (locally recruited and UK based), Finance, IT, Security and Transport. We also manage a shared Residence for all of the UK Missions’ high level entertaining. It is one of the biggest operations in the UK’s Europe Diplomatic Network.
A full time vacancy 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 UK Missions and external senior UK visitors to Belgium. In particular, the role is responsible for the day-to-day transport planning which will involve working closely with all of the Missions on transport needs and the Visits team in particular for specific high-level visitors.
The role will also lead on timely and accurate invoicing of senior government visitors for services used. It will involve being on call for a couple of days each month. With the UK’s upcoming exit from the EU particularly, the role will require, on occasion, some long hours above the contracted weekly hours, including sometimes outside core hours or at weekends. CSB does have the advantage of offering Time off in Lieu (TOIL) for extra time worked. CSB also offers flexible working where possible.
CSB is diverse, respect & values based while seeking to deliver effectively in a friendly manner. We put the welfare & needs of staff first. Our staff survey scores for wellbeing and collegiate support score high. We offer many learning and development opportunities.
The role would suit a highly organised, self-starter who demonstrates experience of completing tasks well and within short deadlines. With the number of last minute calls for transport as a result of changing priorities, demonstrated people skills would be invaluable too. The successful candidate does not need to be an expert in transport programmes or invoicing but should be able to demonstrate that they can ensure guidance and systems relating to the transport fleet and drivers are followed. We will train the successful candidate in both protocol issues and how to manage VIP visits in order to improve the way the Missions work together.
Main Duties and Responsibilities
- Prepare the day to day transport planner organising all Ambassadorial and high level visitors’ transport needs;
- Prepare and process invoices relating to our high level visitors in Brussels (and Luxembourg/Strasbourg) including preparing transport quotes, liaising with the British Residence Team on accommodation charges; and ensuring efficient reimbursement from government departments;
- With the Transport Co-ordinator, task and direct the drivers in all transport activities in Brussels (and Luxembourg/ Strasbourg as applicable); Monitor drivers’ hours and shifts to keep their TOIL levels down;
- Support the Transport Co-ordinator in recording in a timely way key transport management information for the UK Missions;
- Support the UK Missions’ crisis leads on co-ordination of logistical support around crisis preparedness.
- Fluent level of English (written and spoken);
- Excellent organisational skills; proven ability to plan and prioritise tasks;
- Ability to anticipate and solve problems;
- Work at a high pace with attention for detail;
- Experience of working well in a team;
- A pleasant customer-focused telephone manner;
- Solid IT skills with sound working knowledge of Outlook, Word, Excel.
- Good level of spoken French;
- Knowledge of spoken Dutch.
This is a full-time permanent position for 5 working days (36.25 hours net) per week.
The monthly gross salary for this position is € 3,175.72, A2 (L) level (The British Diplomatic Missions in Belgium salaries are not subject to annual indexation).
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.
This opportunity is closed to applications.
