Country: United States of America
Closing date: 29 Sep 2018
Company Profile:
MSI, a Tetra Tech Company, is a Washington, DC metro area international development firm with a 35-year history of delivering development results across the world. Our core expertise is in the fields of monitoring and evaluation (M&E), institutional development, public sector management, governance and anti-corruption. MSI has implemented projects in 90 countries around the world such as Jordan, Kenya, Indonesia, Syria, Pakistan, Afghanistan, Ukraine, Colombia, and Mexico. As one of the leading companies in our field, MSI has partnered with more than 80 organizations across all sectors of international development with clients ranging from large bilateral and multilateral donors such as USAID, the World Bank and the UNDP to national and local governments, NGOs, think tanks, foundations and universities. For more information on MSI, please visit our website at www.msiworldwide.com.
Summary:
MSI's Travel Department is responsible for all project, corporate and business development travel as well as supporting the safety and security of MSI employees. This team works within the Global Security team alongside other headquarter staff to develop practices, policies and tools utilized across the company.
Position Summary:
Travel Associate position supports the travel coordinator in logistical planning, financial accountability, training and other operational functions.
Essential Duties & Responsibilities:
Travel Logistics
Coordinate pre-departure, travel, and transit logistics for all travelers.
Ensure travel is in compliance with relevant contract regulations (USAID, World Bank etc.).
Provide support as Crisis Management Team member in emergency situations.
Provide assistance to travelers and project teams in the event of flight cancelations or re-bookings when necessary.
Research visa requirements for travelers, entry restrictions and other relevant travel concerns.
Prepare third party work order forms to support visa applications.
Arrange for timely shipment of documents for travel.
Financial
Submit travel advances as needed to accounting department.
Provide travel records to accounting department for billing of trip related costs.
Coordination of Traveler and Project Team Support
Maintain and update travel department site with relevant policy and practice information.
Update resources sites and shared drives with all relevant travel information requirements.
Identify and refer common issues to supervisor when appropriate.
Support the review of Travel Team processes on a regular basis and identify common problems; Suggest strategy for improvement in process not only for the travel department team, but also the project team and travelers.
Data Management and Reporting
Maintain and update database for all related travel forms required by both USG regulations and internal policy.
Compile and maintain a weekly travel report of all MSI employees on work travel.
Maintain accurate files on each traveler including all backup documentation for each trip.
Create audit trail and document any abnormal travel situations with appropriate executive approvals properly filed.
Ensure accurate travel data is being tracked through automated system for travelers and ensure any travelers outside of this system are entered properly.
Maintain internal travel manual with guidance from Senior team member for use within department.
Policy and Regulation Support
Develop and maintain working knowledge of commonly cited USG regulations.
Advise project teams on both internal policy and regulations.
Safety and Security
Compile weekly report of travelers for use by the different departments.
Perform other related duties as assigned.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Minimum 1-year experience in logistical planning, event planning or other operational role with a preference for candidates with this experience in an internationally-focused organization.
Excellent organizational skills.
Demonstrated attention to detail, flexibility, resourcefulness, and creative problem-solving skills.
Exceptional verbal, interpersonal, and written communication skills in English; high comfort level presenting complex travel plans in clear and concise manner.
Ability to work independently as well as with all levels of management and staff.
Reliable and trustworthy.
Ability to relate and maintain calm in high stress situations.
Ability to make independent decision following standard policies and procedures.
Ability to handle multiple tasks requiring a high degree of attention to detail with changing levels of priority.
Diplomatic, with the ability to exercise proper discretion and judgement.
Ability to balance appropriately between independent action and referring issues to supervisors.
Advanced computer skills including Microsoft Word, Excel, Outlook, photo-editing software, etc.
High School Diploma plus relevant experience.
Knowledge of USAID regulations is a plus.
Prior employment working with visa procurement strongly desired.
International work/travel experience strongly desired.
Physical Demands & Work Environment: The work is based at MSI HQ in an office setting. There is a requirement to be on-call in a crisis/incident situation.
Only candidates who have been selected for an interview will be contacted. No phone calls, please.
MSI is an EEO/AA/ADA Veterans Employer.
To apply: Please visit our website,
PI104124791
How to apply: