Airport, Operations, Management, Office, operations

Aeropolitical Affairs Officer M/F

Last updated: 6 months ago
Expires: 5 months ago
Job Role:
Airport, Operations, Management, Office, operations
Aircraft type:

Job description

Purpose of the position...

  •  To provide administrative and organizational support to the Director Corporate & Regulatory Affairs in the day-to-day management and handling of its tasks and responsibilities.
  •  To ensure all administrative processes are fulfilled and complied with in a timely manner, with quality and accuracy.
  •  To develop, maintain and implement the airport slots of the Company in accordance to the commercial flight program of Air Belgium.

Main activities and responsibilities…

Administrative support
  •  Handle the secretarial and administrative daily tasks in line with the priorities set by the Manager (post, mails, telephone calls, invoices treatment and follow up, purchase and request of manuals and necessary supports for the Department to remain efficient).
  •  Handle incoming and outgoing mail, fax and oral communications and keep the Manager informed of exceptional traffic rights requests and of any communication from Foreign Authorities (CAA’s) and others.
  •  Maintain current fruitful relationships with competent Authorities and other key players in order to continue being granted appropriate and necessary Traffic Rights and Clearances. When necessary and based on Manager guidance take part in the establishment and development of new contacts with new Authorities/stakeholders.
  •  Prepare appropriate filings (seasonal and non-seasonal), documentations and manage necessary updates to ensure Traffic Rights and Clearances are duly obtained and secured anytime.
  •  Handle clear and up to date databases (aircraft licences, operating permits, official documentation, etc) and communicate new licences and revisions to the Authorities enforcing a safe operation and avoiding any legal disclaim that could lead to the retrieval of granted approvals or grounding aircraft.
  •  Follow up invoices for permits, navigational charges and all services charged and linked to traffic rights, overflights, slots.
  •  From time to time the assistant shall be required to be available outside regular office hours and to remain contactable in order to ensure continue follow up with relevant authorities. The Assistant will be provided with appropriate equipment.
  •  When requested by the Manager take part into meetings and handle minutes of the meetings, if necessary distribute them to the relevant parties and ensure follow up on any action or items useful for the Department.
  •  Update or develop relevant materials (manuals, presentations, invitations, memos, etc.) following the instructions of the Manager and following corporate standards and guidelines.
  •  Prepare and assist with logistical arrangements as required (air travel, hotel accommodation, airport transfers, rental car bookings, etc).
As required:
  •  Produce reports and/or maintain various databases (invoices, aircraft documentation, ATC routings, seasonal filings, schedules, etc.).
  •  Update and maintain documents and files (contracts, official documentation, approvals, permits, etc…).
  •  Raise purchase orders, process invoices and liaise with suppliers.
  •  Perform any other general administrative tasks as required.
Incoming and outgoing communications
  •  Manage incoming and outgoing correspondence of the respective department (letters, co mail, email, etc.).
  • Handle incoming calls effectively, transfer to others when appropriate.
  •  Ensure the provision of timely, accurate and relevant information to internal and external.
Slots related to EU and Non-EU operations
  •  To ensure Slots applications are applied and authorizations obtained in due time, according to IATA calendar and based on the airline’s flight schedule program.
  •  To maintain historical slots portfolio at each EU and Non-EU airports where historical rights prevail and based on the airline’s schedules and needs.
  •  To adjust, when deemed necessary, seasonal slots to match the new Seasonal scheduled flights program.
  •  To ensure adequate implementation and obtaining of slots for all alterations to the Seasonal scheduled flights program (new routes / destinations, charters, ad-hoc flights, holidays, peak seasons and any other types of change).
  •  Ensure a timely and rigorous administrative follow up of any slots transfer Agreement required.
  •  To follow and secure slots on a weekly and daily basis according to the schedule.
  •  To communicate and coordinate with Traffic Rights and Scheduling/OCC on all Slots issues.
  •  To maintain up to date a proper and complete Slots portfolio including all information and full report per airport on our past and present situation.
  •  To provide regular and as frequently as required reports to the Manager regarding any network slot and movements violations and any other slots issues and report it to the Management Team for necessary actions to be taken. 
  •  To anticipate any slots issues at any airport by informing the Manager of the risk before situation comes to critical and propose solutions to be validated by and with the Manager.
  •  To ensure coordination and communicate to third parties operators slots granted at the destinations they operate.
  •  To make sure slots restrictions are implemented into the systems.
  •  To keep informed and cascade to the Manager any information collected from IATA, Slots coordinators, airport, etc. that could have an incidence on the airline scheduling and traffic rights (curfews, night flights and slots restrictions, etc).
  •  To provide on demand factual and structure data and preparation to the Departmental Manager ahead of negotiations and formal meetings.
  •  When deemed necessary, to participate in meetings and ensure minutes and suitable detailed feedback.
  •  To provide support when requested by the manager to the other members of the Department and to the manager himself.


  •  Display a positive, open and cooperative behavior in order to facilitate a good relationship inside and outside the department, avoid and help solve conflicts.
  •  Comply with Company policies, values and ethics.
  •  Comply with local, national legislations and health & safety standards.
  •  Report to hierarchy any hazards, non-compliances and risks whether to employees or to the company.
  •  Capacity to remain very discreet and ascertain confidentiality while handling sensitive subject.
Requirements and qualifications
  • To be legally entitled to work in Belgium
  • Management Assistant qualification.
  •  Proven experience in airline operational environment.
  •  Computer literate: excellent knowledge of standard office tools.
  •  Excellent communication skills in English and French (other EU language are advantages).
  •  Ability to prioritize and be proactive.
  •  Good knowledge of geography and Socio-political aspects.
  •  Ability to work to tight deadlines, stress resistant.