Position Title: Travel Assistant
Vacancy Number: Dar es Salaam – 2022-006
Open to: All Interested Candidates/All Sources
Opening Date: 01/26/2022
Closing Date: 02/09/2022
Duties
Position
provides the full range of official domestic and international travel
arrangements for mission personnel and where necessary for temporary
duty and VIP visits. Coordinates logistical support for conferences,
training, and other business events. Is the Contracting Officer’s
Representative (COR) for the travel management center (TMC) contractor;
issuing between 10 and 15 million dollars’ worth of travel a year.
Reports to the Shipping and Travel Supervisor.
(40%) Travel Services
Guides
all mission personnel on applicable travel policy and procedures for
official travel. Answers queries and researches answers for clients.
Works as liaison with the travelers or other Embassy sections concerning
travel questions or issues and raises these issues to the supervisor or
the General Services Officer when necessary. Negotiates corporate
agreements with various airlines and hotels in Tanzania
Advises
travelers of their entitlement in a wide variety of travel situations,
including rest stops, cost constructing travel, travel insurance, a
variety of travel such as home leave, educational, rest and recuperation
(R&R), medical evacuation, invitational travel, etc., and ensures
that policies and procedures are complied with.
Prepares
correspondence, SOPs, ad-hoc and recurring reports concerning travel
matters and ICASS workload counts. Advises the supervisor on policy
changes. Issues and updates the Post Travel Policy when needed.
Ensures
rapid emergency action for medical Evacuations on short notices.
Supports the Consular Section in case of need to arrange American
Citizen Travel.
(30%) Travel Documents Processing
Reviews
and approves in the electronic travel system e2 all travel
authorizations for Post before forwarding to the GSO and the Financial
Management Officer for approval. Prepares all travel authorizations and
invoices in the electronic travel system e2 for the GSO non-desk staff,
e.g. chauffeurs and warehouse workers. Works with the financial staff
and tracks staff travel vouchers for submission and payment.
Prepares
diplomatic notes and letters to obtain entry or exit visas and other
approvals for travel. Works closely with the Visa Sections at other
Embassies, both in Dar and regionally to assist in the expedited
issuance of third-country visas as needed for Mission staff. Coordinates
the short-term travel insurance program for all LES.
(20%) TMC Management
Serves
as a COR on the TMC contract. Oversees the work process and results of
the resident TMC contractor by supervising their office on a daily
basis. Provides guidance on USG travel regulations and policies such as
Fly America Act to the agents and arranges training. Ensures that the
TMC agents are knowledgeable and adhere to pertinent USG travel
regulations in order to assist the embassy employees in travel. Manages
the TMC to ensure uniform treatment of customers and a consistently high
level of customer services. Advises his/her supervisor and the GSO
officer on the quality of service of the TMC. Validates their invoices
for payment.
(10%) VIP Visits /Special Services
Serves
as a logistics coordinator for events, VIP visits, and conferences.
Negotiates rates with hotels, facilities, airlines, etc, Coordinates
with procurement and contracting personnel to assure services are
contracted in accordance with proper acquisition procedures such as
BPAs, POs or Contracts. Coordinates with motor pool staff, expediters,
security personnel, requesting office and other offices as necessary and
produces logistics schedule for each event. Assures that proper
documentation is in place and that when completed, invoices are
received. Validates invoices for payment.
Note: This position
description in no way states or implies that these are the only duties
to be performed by the incumbent. Incumbent will be required to perform
other duties as assigned by their supervisor.
Summary:
The
U.S. Mission in Dar es Salaam is seeking eligible and qualified
applicants for the position of Travel Assistant in the General Services
Office Section.
