Deputy Travel Team Lead

Position description

The European Organisation for Astronomical Research in the Southern Hemisphere (ESO) is the foremost intergovernmental astronomy organisation in Europe and the world's most productive ground-based astronomical observatory. ESO carries out an ambitious programme focused on the design, construction and operation of powerful ground-based observing facilities enabling astronomers to make important scientific discoveries.

ESO operates three unique world-class observing sites in northern Chile: La Silla, Paranal and Chajnantor (home to ALMA), and the ESO Headquarters are located in Garching, near Munich, Germany.

At Paranal, ESO operates the Very Large Telescope, the world's most advanced visible-light astronomical observatory, and will host and operate the southern array of the Cherenkov Telescope Array, the world's largest and most sensitive high energy gamma-ray observatory. ESO is a major partner in ALMA. On Cerro Armazones, ESO is building the 39-metre Extremely Large Telescope (ELT), which will become "the world's biggest eye on the sky" and whose operations will be fully integrated into the Paranal Observatory.

Due to the need for additional resources associated with the establishment of a centralised travel team at its Headquarters in Garching, near Munich, Germany, ESO is advertising the position of Deputy Travel Team Lead.

With the introduction of a new ERP system (Oracle), a centralized travel team, covering both Garching and Chile, is being established to administer and process duty travel requests and duty travel settlements ensuring that they comply fully with ESO's travel rules.

The travel team will also be responsible for maintaining ESO's travel rules and procedures ensuring they are up to date and remain fit for purpose and will update all staff on the travel rules and regulations managing the execution of ESO mission travel.

Working with travel providers (such as external travel offices, airlines, railway companies, car rental companies, hotels) the team will ensure that ESO secures the most economic and effective travel service. With the adoption of the new ERP system the team will be central in managing the transition to the new service and supporting more active self-service envisaged for staff and will provide a one stop shop for duty travel.

Main Duties and Responsibilities:

• Support the Travel Team Lead in defining the requirements and specifications for the selection, contract administration and performance evaluation of travel providers (external travel office, airlines, railway companies, car rental companies, and hotels) or to negotiate reduced fares and group discounts;
• Draft a variety of reports, correspondence and documents on travel-related issues at the request of the Travel Team Lead;
• Support the Travel Team Lead in updating the travel rules and processes as necessary, to increase efficiency and enhance quality of service, including proposing changes to the rules and procedures;
• Assist the Travel Team Lead in providing guidance in respect of the mission budgets and maintaining oversight of obligations, travel cancellations and other matters having an impact on the travel budget;
• Maintain an overview of, and report to the Travel Team Lead breaches in the travel policy except where exceptions are approved;
• Support the transition to the new ERP system which will be introduced and embedded during 2026 and 2027;
• Proactively work with and support the travel team in both Garching and Santiago.

Administration of Duty Travel:

• Advise members of personnel on the travel rules and processes, including for complex issues;
• Ensure compliance with the travel rules and procedures within the travel process by checking and validating duty travel requests and monitor requests for exceptions;
• Oversee and provide guidance in the settlement of travel claims;
• Ensure that outstanding travel obligations are closed in a timely manner;
• Arrange travel and the completion of associated travel requests;
• Liaise with the ESO's external travel offices in Garching and Chile in association with and through relevant ESO departments (Contracts & Procurement and Facilities & Logistics as necessary) and other providers regarding travel requests and any other matters relevant to travel;
• Maintain travel-related databases and records;
• Conduct the tasks of the Travel Team Lead in their absence;
• Perform any other duties as required to meet the mandate of the team.

Qualifications

Reports to:

Travel Team Lead.

Key Competences and Experience:

Essential Competences:

• Demonstrable experience in delivering a positive customer service and maintaining a positive customer attitude;
• Able to communicate with impact - able to deliver understandable clear and persuasive communication;
• Regularly consults with clients and understand their needs as well as the needs of the organisation;
• Fosters positive rapport with both staff and external providers;
• Able to manage conflicts effectively to achieve positive outcomes;
• Team working - establishes networks and leverages partnerships to achieve results;
• Collaboration - working with the Travel Team and its Lead to facilitate collaboration with relevant divisions and directorates, to address travel issues effectively and speedily;
• Effective time management and prioritisation of tasks and ability to stay calm during unexpected challenges.

Essential Experience:

• Experience in the provision of customer focused travel service and able to demonstrate expertise in the field of providing a travel service to staff;
• Experience in leading or supervising a small team.

Desirable experience:

• Familiarity with travel rules and their application in the context of public service/international organisations including issuing travel requests and making settlements;
• Familiarity with the travel context within Chile;
• Proven ability to draft (and implement once approved) policies and processes;
• Working with/knowledge of Oracle as an ERP provider.

Qualifications:

Essential: At a minimum, completed secondary education.

Desirable: Completed vocational training in the field of travel management.

Language skills:

Fluency in English is essential and a good working knowledge of German is desirable. A working knowledge of Spanish would also be an asset.

Remuneration and Contract:

We offer an attractive remuneration package including a competitive salary (free of income tax for applicants from ESO member states), comprehensive pension scheme and medical, educational and other social benefits, as well as financial help in relocating your family and support to place your child/children in daycare.

Our Salary Structure:

ESO's salary structure is based upon a range of career paths which reflect the nature and level of our jobs. Each career path is made up of two or three grades which are used to further reflect experience.

Please follow this attached link for more details https://www.eso.org/public/jobs/conditions/intstaff/salary-structure/.

ESO aims to support members of personnel in maintaining a good work-life balance (https://www.eso.org/public/jobs/conditions/intstaff/#work-life-balance) between their professional and private life. ESO is also committed to offering family-friendly support (https://www.eso.org/public/jobs/conditions/intstaff/#family-friendly-support), creating a work environment and policies which allow staff to balance their professional and private responsibilities through flexible working arrangements and financial support for families.

The contract is for a fixed term duration of three years and is subject to successful completion of the probation period. There may be a possibility of extension(s) subject to individual performance and organisational requirements, and as defined in the applicable policies and staff rules and regulations. For any further information, please visit ESO's conditions of employment (https://www.eso.org/public/jobs/conditions/intstaff/). Please note that the contract policy and in particular the regulations concerning fixed-term and indefinite contracts are currently under review which may lead to changes in the contractual conditions applicable to this position.

Duty Station:

Garching near Munich, Germany.

The role is based on-site at ESO and relocation to the duty station area is required. Staff at ESO benefit from a mobile working policy that allows for limited hybrid working for work-life balance purposes.

Career Path: III

Application instructions

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