United States of America: Travel Associate, Arlington, VA

JOB DESCRIPTION

Job Title: Travel Associate

Reports To: Director of Global Safety and Security

FLSA Status: Non-Exempt

Location: MSI HQ

Position summary & job purpose: The position is based at MSI HQ and was created to ensure compliance to all USG standards for travel as well to offer a dedicated level of support to project management teams regarding their project travel needs. The position also supports the safety and security aspect of project travel and incident response.

Position 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.

• Provide travel records to accounting for billing of trip related costs.

Coordination of Traveler and Project Team Support

• Maintain and update Travel share-point 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.

• Update a running FAQ list as policies and standards evolve.

• 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 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.

• Support the maintenance of the internal travel manual

Policy and Regulation Support

• Develop and maintain working knowledge of commonly cited USG regulations.

• Advise project teams on both internal policy and regulations

Support to Safety and Security

• Support the development of safety and security manuals, contact info, and trainings

• Perform other related duties as assigned

Essential KSA's required (experience, skills, education, certification, etc):

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.

• Experience in logistical planning, event planning or other operational role.

• 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 follow 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.

Valued but not required KSA's:

• Knowledge of USAID regulations

• Prior employment working with visa procurement

• International work/travel experience

Line management responsibility: N/A

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.

PI95831043

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