Terma is looking for a Mobility & Travel Support Officer to join our team at the Headquarters of the European Union Agency for the Space Programme (EUSPA) in Prague, Czech Republic. The role brings together the two things that get colleagues where they need to be: the Welcome Office – registering staff and their families with the Czech authorities, ID cards, vehicle registrations, driving licences, VAT claims and advice on the Host Agreement – and the agency’s mission desk, where you research the best travel agenda with the contracted provider, book flights and accommodation, run the mission workflows and check the reimbursement claims.
It is a rewarding, people-facing role for someone who enjoys untangling official procedures on somebody else’s behalf and who stays calm when a flight is cancelled at short notice. One day you are the first friendly face for a family that has just moved across Europe; the next you are rebooking a delegation and arranging a visa for the Executive Director. You will be in daily contact with staff, the Czech authorities and the travel provider, in an international and multicultural environment at the heart of Europe’s space programmes. The position is based on site in Prague and, for reasons of access to the customer’s premises and information, is open to EU citizens only. Planned start: end of 2026.
The position will include tasks such as:
Welcome Office – registration and residence formalities
- Handle the registration and de-registration of staff members and their family members, including the ID card process from application to collection.
- Manage vehicle registration and de-registration procedures, and support the renewal of driving licences, including appointments with the local authorities.
- Advise colleagues on the Host Agreement and the applicable rules, and explain the related privileges and immunities.
VAT claims and formal procedures
- Manage the VAT claim process: review and correct the documentation, prepare and submit the files, liaise with the authorities and follow up on corrections.
Induction, advice and first-line support
- Deliver the induction training on relocation matters and keep the guides and information materials up to date.
- Monitor the Welcome Office mailbox and the incoming tickets, and answer staff enquiries by e-mail and telephone.
- Support individual staff relocations on demand, and manage the related documents and reports.
Mission helpdesk and travel booking
- Run the mission helpdesk, with guaranteed coverage during the customer’s working hours.
- Research the optimal travel agenda together with the contracted travel provider, balancing cost, timing and comfort.
- Book flights and accommodation, and issue the travel documentation.
Mission workflows, claims and reporting
- Launch and process the mission workflows from request to closure.
- Collect the supporting documents and process and control the reimbursement claims.
- Produce the mission reporting.
Complex and VIP missions
- Handle complex missions: rebooking at short notice, visa support and multi-leg itineraries.
- Make the arrangements for VIP travel, including Heads of Department and the Executive Director.
Key Qualifications
Mandatory requirements
- EU citizenship – only candidates holding the citizenship of an EU Member State can be considered; an EU work visa or residence permit is not sufficient for this contract.
- Locally based in Prague or the immediate surroundings, or able to relocate at own initiative before the start of the contract – the work is performed on site at the customer’s premises.
- At least 1 year of professional experience in services of a similar nature (contractual minimum for this framework contract).
- English at CEFR level B2 as a minimum, written and spoken, and demonstrable in your CV – it is the working language of the customer.
- An up-to-date CV in English, preferably in Europass format, stating your name and surname.
Education and experience
- Post-secondary education in administration, HR, law, international relations, travel management or a comparable field.
- At least 3 years of relevant professional experience in relocation or international mobility, Welcome Office or expatriate administration, travel and mission management, corporate travel or a comparable administrative service role.
- Experience in dealing with public authorities on registration, residence, immigration or vehicle matters is a strong asset for this position.
- Experience with flight and accommodation booking through an agency platform, and with expense or reimbursement claim processing, is a strong asset.
- Experience with VAT refund or tax exemption claims, or comparable formal claim procedures, is an advantage.
- Experience in delivering induction or information sessions to groups of new joiners is an advantage.
- Experience gained in an international organisation, EU institution or agency, an embassy, a relocation provider or a travel management company is an advantage.
Skills and competencies
- Working knowledge of Czech administrative procedures, and of the Czech language, is a strong asset for this position – the role involves daily contact with the Czech authorities.
- Very good command of MS 365 – Outlook, Word, Excel and PowerPoint.
- Familiarity with a travel agency booking platform (AMEX-type), with mission and expense workflows and with a ticketing tool is an asset – full training on the customer’s tools is provided.
- Sound understanding of administrative procedures and the ability to explain complex rules simply, patiently and accurately.
- Excellent sense of organisation: able to run many individual cases and bookings in parallel, each with its own deadlines, appointments and documents.
- High level of accuracy in official documentation, application forms, claim files and itineraries – a small error means a rejected application or a missed flight.
- Calm and resourceful under time pressure, and comfortable being the first point of contact when something goes wrong while a colleague is travelling.
- Strong service orientation, genuine empathy and confident communication, including presenting to a group during induction sessions.
- Discretion and integrity in handling personal data and family circumstances, in line with data protection rules.
- Team player, comfortable in a multicultural environment; an interest in space and the EU space programme is a plus.
- Knowledge of Czech or another EU language is an asset, but not a requirement.
Working Location
Prague, Czech Republic – on site at the customer’s premises (EUSPA Headquarters). Candidates must be locally based in the Prague area.
What can Terma offer
At Terma, we consider skilled employees, enthusiasm and job satisfaction as the very foundation of our success and as a prerequisite for the development of the “best-in-class” solutions that Terma provides. We lead the way in applying new technology, offering a wide range of growth opportunities for each individual and emphasizing mutual respect across the board in our workplace.
Terma offers you a pleasant working environment at the customer site, where you will be able to take on challenging tasks and responsibilities in a highly professional company.
- Great opportunities for training and personal development
- Challenges in advanced technical environment
- International and cosmopolitan working atmosphere
- An employment contract with an attractive package with extra-legal benefits
- Highly competitive salary
Additional information
For further information, please contact Ms. Silvia Cavallini by telephone [+49 6151 860050] or by email [[email protected]].
To ensure that your application will reach us and is properly processed please apply through the link below with an up-to-date Curriculum Vitae, preferably in an Europass format and ideally, a Cover Letter.
About Terma
The Denmark based high-tech Terma Group develops products and systems for defense and non-defense security applications, including command and control systems, radar systems, self-protection systems for aircraft, space technology, and aerostructures for the aircraft industry.
Terma A/S is headquartered at Aarhus, Denmark. Internationally, Terma has subsidiaries and operations in The Netherlands, Belgium, Germany, Austria, Czech Republic, Romania, United Kingdom, United Arab Emirates, India, Singapore and the U.S.