Human Resources Management Officer (Travel), 2 positions

The Human Resources Management Officer (Travel) will report to the Head of Human Resources Division. As part of the Human Resources Division (HRD), the Human Resources Management Officer (Travel) will support the Division and will contribute to the efficient and effective accomplishment of the assigned tasks.

Duties and Responsibilities

The Human Resources Management Officer (Travel) will be required, in accordance with the EUAM Ukraine Mandate, Code of Conduct and the General Service Conditions for Locally Contracted Staff Employed by EUAM Ukraine, Serving in Ukraine, to perform the following tasks:

• Conduct travel arrangements for duty travels (travels and accommodation) in accordance with the Mission’s Standard Operating Procedures (SOP) and the Guide to missions for officials and other servants of the European Commission;
• Provide information to mission members on the most direct and economical routes and plans routings and itineraries accordingly and inform mission members on available possibilities and offers;
• Contribute to the development, implementation and follow-up on the HR Travel related strategies, policies and procedures;
• Provide guidance, advice and support in regard to travel rules, regulations and related issues to mission members on a regular basis;
• Provide advice, guidance and support to mission members on personnel administration and development related matters;
• Keep updated activities records with regards to the procured air tickets and hotel bookings;
• Maintain records of all official travel of mission members and officials;
• Calculate and verify airfares, accommodation entitlements, terminal/visas expenses, daily subsistence allowance for mission members travelling on missions, etc.;
• Liaise with travel agencies, airline companies and hotels for all booking and billing-related issues;
• Liaise with the local authorities and institutions as per the instructions given by the Line Manager;
• Draft budget, written analysis, reports, presentations, memos and letters on issues related to the travel tasks;
• Cross-check of reports for invoicing and timely invoice processing;
• Carry out all related tasks and assignments, in co-ordination with the Travel Officers and the Line Manager;
• Ensure the timely and correct administration of financial entitlements of mission members, such as reimbursement of duty trips, temporary reallocations, home travel reimbursement, etc.;
• Maintain, develop and file documents and recorded data in appropriate databases, spread sheets and all data-related files;
• Perform on-call and irregular working schedule if required;
• Translate related documents from Ukrainian language to English and vice versa;
• To follow and ensure implementation on all matters related to the data protection regulations;
• Deal with information with a very high confidentiality and discretion;
• Perform any other task as requested by his/her Line Manager.

Qualifications and experience

Eligibility criteria: 

• Enjoy full civil rights and do not have criminal record; 
• Citizenship of Ukraine and/or holding permanent resident and work permits according to Ukrainian laws;
• Successful completion of a full course of university studies attested by a Bachelor’s degree in Travel, Human Resources, Management, Hotel and Tourism Management, Public Administration, Business Administration, Social Sciences, Finance, Economics or a closely related field of study (Bachelor Diploma is a requirement);
• After having obtained the university degree, at least five (5) years of relevant and proven full-time professional experience.

Essential criteria:

• Be physically fit to perform the duties relating to the post;
• Professional fluency in the English and Ukrainian languages, both oral and written;
• Very good knowledge and experience of Office Suite Package;
• Good experience of using data for preparing reports;
• Experience in travel management, including a comprehensive understanding of airlines' and travel agencies' practices, public administration payment methods, and invoicing/payment administration;
• Excellent administration and organizational skills;
• Experience in positions requiring analytical and organizational skills, with a service- and project-oriented approach.

Additional advantageous assets:

• Experience in a travel agency/hotel/private or public institution as travel services provider;
• Professional experience in an EU and/or International environment;
• Galileo/Amadeus or equivalent trained;
• Experience of working in an intercultural environment, with respect of diversity.

Personality assets:

• Have strong sense of initiative, responsibility and autonomy;
• Ability to work long hours under harsh field conditions with no limitations in light of irregular working hours;
• Ability to build productive and cooperative working relationships with other mission members;
• Ability to deal helpfully and courteously with people, including outside contacts;
• Ability to work methodically, accurately and with attention to details as well as to tight deadlines;
• Used to work on a multitude of activities at the same time and with limited supervision;
• Ability to work independently and harmoniously with colleagues and as part of a team, with respect to diversity;
• Ability to focus on priorities, to monitor and evaluate procedures and processes;
• Ability to deliver work on time and to agreed standards, even under pressure;
• Punctuality, commitment to quality, ability to perform under stress, attention to detail, solid work ethics, willingness to work flexible working hours and still deal helpfully and courteously with all contacts.

to apply - fill in the application form https://www.euam-ukraine.eu/our-mission/vacancies/