Travel Cost Settlement Officer

Job Requisition ID: 18710

Date Posted: 12 June 2024

Application Deadline: 10 July 2024 23:59 CET/CEST

Publication: Internal & External

Type of Contract: Permanent

Directorate: Directorate of Internal Services

Workplace: Noordwijk, NL

Grade Band: A2 - A4

Location
ESTEC, Noordwijk, Netherlands

Description
Travel Cost Settlement Officer in the Financial Operations of Contracts Section, Financial Operations Division, Finance, Planning and Controlling Department, Directorate of Internal Services.

Under the responsibility of the Head of the Financial Operations of Contracts Section (HIF-FOT), the Travel Cost Settlement Officer is responsible for the provision of the service related to the settlement of ESA travel cost. These duties include the management of the outsourced service that ensures the settling and accounting of all costs related to the Agency's business travel.

This function is subject to an ongoing reorganisation. In the reorganisation, you will drive the procurement and structural actions leading to the envisaged setup, while continuing to be responsible for the interfaces, both internally with the Human Resources and IT Departments, and externally with the service provider.

Duties
In the present configuration, your duties will include the supervision of the outsourced service and the organisation of work in the following areas:

• Monitoring the performance of the outsourced travel cost settlement service;
• Liaising with the service contractor regarding the service level agreement and key performance indicators;
• Providing weekly reports on the level of performance to management;
• Liaising with internal stakeholders as regards changes to and clarifications of relevant policies and regulations and their application;
• Monitoring the interface between the IT applications for travel (currently MAS/MOS and Concur in the future) and the ESA financial system in SAP (esa-p), including acting as customer representative for the evolution of these applications;
• Acting as business process expert for new developments and/or improvements in related IT applications;
• Participating, as expert, in the tender evaluation processes regarding the various stakeholders in the travel process;
• Monitoring the various related payment operations processes (e.g. related to the permanent mission advance (PMA), end-of-month operations, and periodic list of payments (PLP);
• Approving and releasing various payments in esa-p to internal and external stakeholders;
• Performing further tasks in the area of financial operations and payable accounting as requested by management.

Technical competencies
Experience in travel cost settlement

Knowledge/expertise in IPSAS rules

Knowledge/expertise in SAP (esa-p), MAS/MOS or any equivalent software such as Concur

Knowledge/expertise in accounts payable

Ability to drive the performance of an outsourced service

Behavioural competencies
Result Orientation
Operational Efficiency
Fostering Cooperation
Relationship Management
Continuous Improvement
Forward Thinking

Education
A master's degree in a finance and accounting discipline is required for this post.

Additional requirements
Knowledge of ESA instructions/procedures (such as the Financial Regulations, Financial Instructions, Procure to Pay ADMIN, QMS procedure on payments, or the Staff Rules and Regulations) would be an asset as well as knowledge of travel management systems (e.g. Concur).

Diversity, Equity and Inclusiveness
ESA is an equal opportunity employer, committed to achieving diversity within the workforce and creating an inclusive working environment. We therefore welcome applications from all qualified candidates irrespective of gender, sexual orientation, ethnicity, beliefs, age, disability or other characteristics. Applications from women are encouraged.

At the Agency we value diversity, and we welcome people with disabilities. Whenever possible, we seek to accommodate individuals with disabilities by providing the necessary support at the workplace. The Human Resources Department can also provide assistance during the recruitment process. If you would like to discuss this further, please contact us via email at [email protected].

Important Information and Disclaimer
In principle, recruitment will be within the advertised grade band (A2-A4). However, if the selected candidate has less than four years of relevant professional experience following the completion of the master’s degree, the position may be filled at A1 level.

During the recruitment process, the Agency may request applicants to undergo selection tests. Additionally, successful candidates will need to undergo basic screening before appointment, which will be conducted by an external background screening service, in compliance with the European Space Agency's security procedures.

Note that ESA is in the process of transitioning to a Matrix setup, which could lead to organisational changes affecting this position.

The information published on ESA’s careers website regarding working conditions is correct at the time of publication. It is not intended to be exhaustive and may not address all questions you would have.

Nationality and Languages
Please note that applications can only be considered from nationals of one of the following States: Austria, Belgium, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Luxembourg, the Netherlands, Norway, Poland, Portugal, Romania, Spain, Sweden, Switzerland, the United Kingdom and Canada, Latvia, Lithuania, Slovakia and Slovenia.

According to the ESA Convention, the recruitment of staff must take into account an adequate distribution of posts among nationals of the ESA Member States*. When short-listing for an interview, priority will first be given to internal candidates and secondly to external candidates from under-represented Member States*.

The working languages of the Agency are English and French. A good knowledge of one of these is required. Knowledge of another Member State language would be an asset.

*Member States, Associate Members or Cooperating States.

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