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Travel Assistant Job Opportunity at U.S Embassy Tanzania 2022

Travel Assistant Job Opportunity at U.S Embassy Tanzania 2022

Travel Assistant Job Opportunity at U.S Embassy Tanzania 2022

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

The 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 a 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 them 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.

Travel Assistant Job Opportunity at U.S Embassy Tanzania 2022

(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 service.

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. Incumbents 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.

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