Travel Cost Settlement Officer

at  European Space Agency

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Travel Cost Settlement Officer
Job Requisition ID: 18710
Date Posted: 12 June 2024
Closing Date: 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

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.

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).

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.