EMPLOYMENT OPPORTUNITY – Travel Assistant
Closing Date of The Position: May 03, 2013
ALL ORDINARILY RESIDENT (OR) APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.
The US Embassy is seeking an individual for the position of Travel Assistant in General Service Office (GSO) Section.
BASIC FUNCTION OF POSITION
The incumbent coordinates official TDYers (temporary duty officers) and VIP travel to Dar es Salaam and to other areas in Tanzania. S/he is responsible for arranging airline tickets and travel arrangements including temporary housing accommodations. S/he obtains third country visas for Mission personnel, TDYers and VIPs. S/he also serves as principal hotel liaison and negotiates Embassy room rates for special services.
MAJOR DUTIES AND RESPONSIBILITIES
Oversees and arranges travel and travel related activities for the mission, through the travel assistant, in-house travel agent, airlines, hotels, conferences centers and other contractors. Advises mission personnel on the travel regulations and explains complex travel policies ranging from PCS (permanent change of station), R&R (Rest and Recuperation), Home Leave, Education, medical evacuations, emergency visitation travel, invitational travel, TDY (Temporary Duty) travel, etc. Answers queries and researches answers for clients. Refers to Joint Federal Travel Regulations, Foreign Affairs Manuals, industry regulations, and local and international regulations that may affect travelers (visas, immunizations, weight restrictions, etc).Reviews travel itineraries for compliance with regulations and policy. Contacts offices in the State Department to seek clarification on travel regulations. Guides the travel assistant and travel agent on current travel policies and provides training on changes that occur.
Performs duties of Logistics Coordinator for events, VIP visits, and conferences. Negotiates government rates with hotels, facilities, airlines, etc, competes rates, and process Ariba request for purchase Order by coordinating with procurement and contracting personnel to assure services are contracted according to proper acquisition procedures. Coordinates with motor pool staff, expediters, and 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. Assures invoices are correct and processes for payment.
Stays informed on travel related matters by reviewing cable traffic, meeting with local contacts on travel related issues and through the news. Provides feedback and recommendations to supervisors on changes to regulations, policies or procedures at post, at the airports, etc.
Responsible for overseeing Travel Manager, (e-Service Software program or similar), train personnel on its use, assures compliance regarding its use at post, and coordinates updates as is necessary. Produces cables, faxes, memos, drafts agreements and other forms as is necessary or assures that proper paperwork is completed by Travel Unit personnel. Responsible for revising travel policies and procedures as necessary for clearance with American supervisor.
Responsible for Zanzibar guest house bookings and inform mission personnel of the updated management regulations on Zanzibar House. Maintain records of travel Authorization, Travel Insurance, office directory of local sources. Member of CMI Collaborative Management Initiative board to monitor customer services for the mission and to make recommendations for improvement. Negotiate Cooperate agreement with Major Airlines and Hotels. Process visa for Mission Personnel and referred visa for TDYers.
All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
- Education: Completion of Secondary School (Form IV) is required.
- Prior Work Experience: Three to five years of progressively responsible experience in the travel field.
- Language Proficiency: English and Kiswahili Level IV (fluent) speaking, reading and writing is required.
- Knowledge: Detailed Knowledge of Agency and USG Standardized Regulations (Government Civilians, Foreign Areas) and of applicable agency (DOS, DOD, AID, CDC, etc.) ancillary instructions.
- Skills and Abilities: Must be able to deal tactfully and effectively in a pleasant and courteous manner with host country officials and with U.S. citizen personnel and VIP visitors. Ability to respond to or draft correspondence in English is essential. Must be able to deal effectively with subordinates, colleagues, supervisors, suppliers and contractors; utilizing tact and diplomacy. A high degree of integrity and honesty is essential and required. Ability to type and use a calculator, and posses negotiating skills in dealing with hotels and airlines.
When fully qualified, US Citizen Eligible Family Members (USEFMs) and US Veterans are given preference. Therefore, it is essential that the candidate specifically address the required qualifications above in the application.
ADDITIONAL SELECTION CRITERIA
1. Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.
Interested candidates for this position must submit the following for consideration of the application:
Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174). A hard copy of the application form (DS-174) is also available at the American Embassy, gate 3; or
A combination of both; i.e. Sections 1 -24 of the UAE along with a listing of the applicant’s work experience attached as a separate sheet; or
A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information); plus
Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their application. Candidates who claim conditional US Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.
Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.
3A. If an applicant is submitting a resume or curriculum vitae, s/he must provide the following information equal to what is found on the UAE.
Failure to do so will result in an incomplete application.
A. Position Title
B. Position Grade
C. Vacancy Announcement Number (if known)
D. Dates Available for Work
E. First, Middle, & Last Names as well as any other names used
F. Date and Place of Birth
G. Current Address, Day, Evening, and Cell phone numbers
H. U.S. Citizenship Status (Yes or No) & status of permanent U.S. Resident (Yes or No; if yes, provide number)
I. U.S. Social Security Number and/or Identification Number
J. Eligibility to work in the country (Yes or No)
K. Special Accommodations the Mission needs to provide
L. If applying for position that includes driving a U.S. Government vehicle, Driver’s License Class / Type
M. Days available to work
N. List any relatives or members of your household that work for the U.S. Government (include their Name, Relationship, & Agency, Position, Location)
O. U.S. Eligible Family Member and Veterans Hiring Preference
Q. License, Skills, Training, Membership, & Recognition
R. Language Skills
S. Work Experience
SUBMIT APPLICATION TO
Human Resources Office
P.O. Box 9123
Dar es Salaam
POINT OF CONTACT
Telephone: 229 4000, Ext: 4137/4148/4233/4024
CLOSING DATE OF THE POSITION: May 03, 2013
An Equal Opportunity Employer.
The US Mission in Tanzania provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.
The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.
Only shortlisted candidates will be contacted