Vector Synergy

CONTRACTOR SUPPORT FOR TRAVEL OFFICE SERVICES Location: Ramstein, Germany Security Clearance: NATO Secret Deadline for application: 30/10 /2026

Skills, knowledge, experience required:

• A recognized professional qualification in finance or administration, combined with commensurate experience.
• A minimum of 2 years demonstrable professional experience in travel administration, travel claims processing or finance back-office administration.
• Working knowledge of Excel and automated systems.
• Strong analytical skills, attention to detail, and the ability to maintain complete and accurate records.
• Proficiency in English, written and spoken.
• Ability to work independently, prioritise and manage high volumes of transactions to deadlines within a multinational headquarters environment.
• A valid NATO SECRET personnel security clearance, held at the date of award and valid for the full period of performance .

Desirable:

• Experience supporting NATO, governmental, military or other international organisations .
• Familiarity with NATO travel regulations (ACO Directive 060-050) and the NATO Financial Regulations.
• Working knowledge of the NATO financial system ( FinS ) or a comparable ERP financial module.
• Experience of exercise or deployment travel support, including group bookings.
• Working knowledge of German .

Duties/role:

• Checking travel requests for completeness, evidence of approval, and compliance with ACO Directive 060-050;
• Booking travel using the Global Business Travel (GBT) tool and other Travel Office tools, and processing cancellations and rebookings ;
• Calculating travel ceilings for self-arranged travel and publishing the ceilings on the travel site;
• Reconciling travel bookings and relevant invoices, and performing other related administrative duties;
• Processing group bookings for exercises and other projects and liaising with the GBT group booking team in SHAPE where necessary;
• Supporting the clearance of the backlog of open travel advances and claims, within the limitations of authority at paragraph 4.2;
• Verifying approver authority against the register of delegated travel approvers, and recording and reporting exceptions;
• Ensuring complete and accurate travel requests in FinS with supporting documentation attached, ready for audit at all times;
• Supporting compliance with NATO Financial Regulations, ACO directives, internal controls, and segregation of duties;
• Preparing monthly travel reporting using the GBT tool and FinS , and supporting travel budget monitoring and reconciliation of travel accounts;
• Supporting the simplification of the AIRCOM travel account structure and the realignment of fund manager codes;
• Supporting FY2026 year-end closure and FY2027 opening activities for travel accounts;
• Acting as a point of contact for travellers , Division Travel Managers (DTMs), and fund managers regarding travel procedures and the status of requests and claims;
• Supporting guidance and training for DTMs, travellers , and fund managers on travel procedures and approval controls;
• Supporting process improvement, including updating travel procedures, checklists, and standard forms;
• Liaising with the HQ AIRCOM Budget Office, the Finance and Accounting Branch, travel staff at other AIRCOM entities, and external NATO bodies as directed. .

Additional information:

VECTOR SYNERGY sp. z o.o., ul. Marcelińska 90, 60-324 Poznań, NIP PL7811857270, REGON 301575740, KRS: 0000369575
Rejestr Przedsiębiorców KRS prowadzony przez Sąd Rejonowy Poznań – Nowe Miasto i Wilda w Poznaniu, VIII Wydział Gospodarczy KRS, kapitał zakładowy wynosi: 73.852,80 złotych wpłacony w całości, TEL +48 616684500, FAX +48 616684501, www.vectorsynergy.com , info@vectorsynergy.com