Travel Coordinator

Company Description

At CERN, the European Organization for Nuclear Research, physicists and engineers are probing the fundamental structure of the universe. Using the world's largest and most complex scientific instruments, they study the basic constituents of matter - fundamental particles that are made to collide together at close to the speed of light. The process gives physicists clues about how particles interact, and provides insights into the fundamental laws of nature. Find out more on http://home.cern.

Job Description

Introduction

Are you organised, with excellent people skills and a great deal of professionalism? Do you have experience with travel arrangements and travel policies? We are looking for a dynamic person with strong communication skills to join our Accounting Services group as Travel Coordinator.

Functions

The Travel Coordinator will be the keeper of CERN's travel process and a key resource for all activities relating to travel. They will monitor and support travel activity and processes at CERN and will participate in updates to the CERN travel policy and procedures. They will work autonomously and will take on the following responsibilities:

-Ensure the Organization's travel policy is respected, performing regular compliance monitoring.
-Provide input for policy development and programs for corporate travel.
-Report and monitor travel policy and processes (KPI on process, cost analysis, out of policy exceptions, traveller satisfaction).
-Manage relationships with travel service providers (CWT, Traveldoo, Airplus, etc.), and regularly review their performance.
-Negotiate contracts or rates with travel suppliers, in collaboration with the Procurement service.
-Become the partner of CERN Business Computing unit to develop, maintain and support CERN Travel systems (on-line booking tool, related EDH documents.), as business capability owner responsible for coordination, 2nd line support, and prioritization.
-Design and deliver internal communications and training regarding travel.
-Provide support to Travellers, Travel arrangers, Department Travel Managers, and Personnel Accounting.
-Coordinate with the different administrative sections controlling claims and making payments of travel invoices.
-Drive continuous improvements of travel programs and processes.
-Represent CERN in various functions relating to travel; for example ensure responsiveness to any travel emergency.
-Performing diverse administrative duties.
-Maintaining regular contact and good relations with both internal services and external contacts.

Qualifications
Bachelor's degree or equivalent relevant experience in the field of administration or a related field. Training in travel or tourism is a plus but not required.

Experience:

Proven professional experience in travel industry - preferably at a travel agency and / or in the field of travel for an international organisation.

Technical competencies:
-Financial reporting and analysis.
-Negotiating with external suppliers and service contract providers.
-Customer service.
-Knowledge of administrative rules and procedures.
-Internal communications.

Behavioural competencies:
-Achieving results: having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind.
-Demonstrating accountability: working conscientiously and reliably; delivering on promises. Maintaining confidentiality
-Demonstrating flexibility: adapting quickly and resourcefully to shifting priorities and requirements. Readily accepting new tasks or work/projects. Being able to demonstrate flexibility whilst abiding by all applicable rules.
-Communicating effectively: delivering presentations in a structured and clear way; adjusting style and content to the audience; responding calmly and confidently to questions. Demonstrating a pro-active approach to resolving differences; addressing issues of conflict constructively. Ensuring that information, procedures and decisions are appropriately documented.
-Working in the interest of the Organization: focusing on the broader picture; being able to set aside individual or team needs in the interest of the Organization. Demonstrating motivation for own work, being enthusiastic, involved and energetic in pursuing tasks. Demonstrating an awareness of how CERN works.

Language skills:

Spoken and written English and French: ability to understand and speak both languages in professional contexts as well as the ability to prepare/draft and/or translate accurate texts in both languages.

Additional Information


Eligibility and closing date:

Diversity has been an integral part of CERN's mission since its foundation and is an established value of the Organization. Employing a diverse workforce is central to our success. We welcome applications from all Member States and Associate Member States.

This vacancy will be filled as soon as possible, and applications should normally reach us no later than 05.08.2020

Employment Conditions

Contract type: Limited duration contract (3 years). Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.