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USAID 2019/09 Travel Assistant

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Organization : USAID
Type : Nonprofits / องค์กรไม่แสวงหาผลกำไร
Date : 29 Mar 2019
View : 1207

Deadline : 11 / April / 2019

We do not accept application submit via JobsDB.co.th 

Please follow the check lists and submission guidelines, posted on the official websitehttps://th.usembassy.gov/

 

I. GENERAL INFORMATION

1. SOLICITATION NO.:    USAID 2019/09 

2. ISSUANCE DATE:        March 29, 2019 

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: April 11, 2019/11:59PM Bangkok, Thailand local time

4. POSITION TITLE:      Travel Assistant 

5. MARKET VALUE: THB 628,040 -1,099,076 per annum equivalent to FSN-8 In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/RDMA. Final compensation will be negotiated within the listed market value.

6. PERIOD OF PERFORMANCE: Five (5) years initial contract. The services provided under this contract are expected to be of a continuing nature that will be executed by USAID through a series of sequential contracts, subject to continued need of the position and availability of funds.

7. PLACE OF PERFORMANCE: USAID/RDMA, Bangkok, Thailand with possible travel as stated in the Statement of Work.

8. SECURITY LEVEL REQUIRED: The successful candidate shall be required to obtain a Security Certification for Employment from Regional Security Office.

9. STATEMENT OF DUTIES 

9.1. General Statement of Purpose of the Contract 

The Travel Assistant is one of the two members of Travel Management Team under the general guidance of Supervisory Executive Specialist in the Executive Office (EXO). The incumbent serves as the focal point for all travel related work and is responsible for providing travel and visitor services to U.S. Direct Hire (USDH), U.S. Personal Services Contractor (USPSC), Cooperating Country National (CCN) and Third Country National (TCN) employees of USAID and support services to official visitors for USAID Regional Development Mission Asia (RDMA) Mission in Bangkok and client missions. The Travel Assistant coordinates with the travel service providers to resolve problems and make travel-related arrangements, and serves as the "go to" person, the subject matter expert, for all travel functions and provide guidance to the travelers on all travel related areas, ensuring that all Mission travel adheres to Agency and U.S. Government (USG) travel policies and regulations.  

9.2. Statement of Duties to be Performed

Perform all travel related activities and responsible for advising Mission employees and managing all aspects of official travel such as preparation of Travel Authorizations (E2 system), paper Travel Authorizations, transactions for all International and local travel issued under open Travel Authorizations for USAID RDMA and its client posts (Vietnam, Burma, Laos and China). Official travel includes the full range of assignment travel, including Rest and Recuperation (R&R), Home Leave (HL), family visitation, educational travel, medical evacuation, Emergency Visitation Travel, Temporary Duty (TDY) travel, separation/repatriation, and invitational travel; and travel by employees, dependents, and official visitors for consultation, training, workshops, conferences, programs, and other required travel. Key responsibilities include the following:

Management of Travel Functions (50%)

• Prepares and ensures the electronic and paper Travel Authorizations (TAs) and Open Travel Authorization (OAs) for all official and entitlement travel for all types of employees are executed in a timely manner and adhere to Agency and U.S. Government (USG) travel policies and regulations.

• Ensures Travel Requests (TR) received are processed and acted upon in a timely manner and to the highest customer satisfaction. Processing involves ensuring that all approvals are obtained on Trip Requests (TRs); TRs clearly define the purpose and the routing of the trip; funds are available and the obligation documents (TAs) are processed before the travel begins; trip details are entered in the tracking system. Interacts and works closely with the travel assistant, administrative assistants and travelers to ensure that the process is carried out smoothly. Confirms proper reservations are in place with the travel service providers and employee as per the regulations. Ensures funding of the TAs by the Office of Financial Management (OFM) and authorization by the Executive Officer are in place. Amends TA if required.

• Ensures that the TAs involving shipments such as Unaccompanied Baggage (UAB), Household Effects (HHE), Privately Owned Vehicle (POV), Consumables and Layette shipment and its routing are sent to the USAID/Washington Travel and Transportation office for their action and provides U.S. Direct Hire travelers the name of the contact person in Travel and Transportation who will help with their shipments and storage.

• Serves as Subject Matter Expert (SME) for the E-2 travel system, is responsible for taking the lead to resolve E-2 travel system problems, and advises Mission/Clients personnel on system changes or upgrades.

• Provides travel advisory and troubleshoots complex travel issues by responding to emails, telephone calls and verbal queries related to travel policy and procedures.

• Verifies Home Leave and country leave eligibility for US/Third Country National (TCN) Personal Service Contract (PSC) employees and/or calculates home leave/country leave days.

• Responsible for budgeting and reviewing estimated travel expenses for all entitlement travel, such as, R&R, HL/Return to Post, HL/Transfer, educational travel, medical evacuation, emergency travel, TDY travel, separation, and invitational travel; and travel by employees, dependents, and official visitors for consultation, training, workshops, conferences, programs, and other required travel for RDMA and its client missions.

• Ensures that a proper filing system is in place for both electronic and hard copy and all files are well documented. In addition, is responsible for preparation of various travel reports as required. Plays a vital role ensuring proper supporting document adheres to the regulations.

• Applies tact and understanding in stressful situations, as schedules often change quickly and unexpectedly, and emergency situations often occur after hours and on weekends, leaving travelers under stress many times.

• Solves the majority of complex travel problems independently. Researches and interprets regulations and policies. Provides creative solutions to travel concerns while enforcing travel regulations and policies.

• Reviews and verifies travel-related billing for payment, such as, Health and Accident Coverage (HAC) insurance and air tickets.

• Enrolls CCN staff in HAC insurance or post equivalent insurance prior to employee traveling abroad. Ensures the CCN traveler medical clearance is valid and on file and necessary medical and insurance actions are arranged prior to employees travel.

POLICY MATTERS: (30%)

• Keeps abreast of changes in travel policy, regulations, and procedure. Ensures timely and effective communication in keeping mission personnel and client missions informed and aware of changes.

• Ensures that the Travel Mission Order is up to date and is responsible for preparing various travel related mission notices from time to time of any changes.

• Supports and make recommendations to EXO with travel regulations and policy findings under Automated Directive System (ADS), Foreign Affairs Manuals (FAM), Foreign Affairs Handbook (FAH), Federal Travel Regulations (FTR) and Department of State Standardized Regulations (DSSR). Regularly reviews the regulations to make sure that current practice is up-to-date and in accordance with regulations.

• Researches and interprets Federal Travel Regulations, Mission travel policies and other travel regulations; makes sure employees are well informed on all matters related to the post-funded travel; provides guidance to the traveler and mission management on travel rules and regulations.

• Establishes and maintains effective work relationship and networking with appropriate offices to ensure smooth travel management operation for Mission personnel, client posts and visitors.

• Plans, designs and prepares training content, presentation and material for regular structured-travel policy and procedure trainings. Serves as the lead instructor for all travel related training. Provide briefing or presentation on the travel policies, procedures and E2 system for newcomers as part of the orientation and/or when implementing new procedure or policy.

• Establishes a system to ensure easy access to the information about employee travel, travel regulations and other required information.

• Provides technical guidance to USAID employees on their eligibility and usage of their travel, especially entitlement travel, such as, R&R, HL/Return to Post, HL/Transfer.

Monitor and Maintain Travel Records and Database (20%)

• Monitors, keeps tracking records, and maintains a database related to expatriate staff entitlement travel for RDMA and its client missions.

• Maintains an electronic travel database and paper filing system for all travel authorizations and ensures proper maintenance, filing and storage of travel documents in accordance with the Automated Directive System, ensuring all necessary documents are maintained in the vital records and file plan system of the Mission. Prepares and maintains current evacuation travel authorizations for USDH/US/TCNPSCs.

• Maintains accurate records of staff travel dates, ensuring a reliable report on any given day as to who is in and out of the country. Updates and maintains various lists, such as individual staff out-of-country days, TCN and long-term, TDY staff in-country, CCN medical clearance, and HAC enrollment information.

• Prepares the vital records and file plan submission for travel section.

II. QUALIFICATION REQUIRED AND SELECTION CRITERIA

 

1. Education: College or University Studies.

2. Experience (40 points): A minimum of three (3) years of progressively responsible experience in any of the following areas: administration, travel related services, or customer relations with multi / international organization is required.

3. Language: Level IV – Fluent in English and Thai is required.

4. Knowledge (30 points): Must have knowledge of travel arrangement, airline rules and regulations, and travel record keeping. Demonstrate potential to acquire thorough knowledge of USG travel regulations to be able to independently manage the travel operations and provide high quality travel services to the USAID/RDMA and its client missions required.

5. Skills and Abilities (30 points):

• Professionalism: Ability to independently manage the travel section and to perform a broad range of travel administrative functions, e.g., TA, advisory, and other administrative services related to travel is required. Ability to apply knowledge of various travel and transportation rules and regulations in work situations. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results with high quality of work output; shows persistence when faced with difficult problems; remains calm in stressful situations; is able to process sensitive information appropriately.

• Analytical and problem solving abilities: Ability to incorporate, synthesize, and interpret facts, policies, procedures, and regulations to make a good judgment on each particular circumstances. Possess flexibility and ability to react quickly, to provide solutions for changing circumstances.

• Prioritization: Ability to identify and prioritize assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning.

• Communication: Speaks and writes effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

• Teamwork: Works collaboratively with colleagues to achieve Agency's goals; solicits input by genuinely valuing others’ ideas and expertise; respect for people, is willing to learn from others; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

• Computer and software skills: Possess knowledge and skills of using computers and office software such as Microsoft word, Excel, power point, e-mail, and google applications. Able to effectively learn and use agency specific software related to work area.

• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects/assignment; meets timeline for delivery of tasks or services to client.

III. SELECTION PROCESS

To be considered for candidacy, applicants must address each criterion in their application as to how they meet the minimum qualifications for the position. If the application submitted fails to demonstrate eligibility, the application will be marked unqualified. It is the responsibility of the applicant to provide all pertinent information. Applications will be initially screened and scored for eligibility in accordance with the qualifications required and points mentioned above. Top-ranked candidates who meet the minimum qualification will be given a recruitment test. Applicants with passing marks from the recruitment test and with a valid TOEIC score of 855 or above will be invited for an interview. Only shortlisted candidates for final interview will be notified of the selection result. The recruitment test and the interview will be structured around the qualifications required above and will be conducted in USAID/RDMA Bangkok, Thailand. Reference checks will be conducted once the applicant pool is narrowed down to the top candidate(s).

RDMA reserves the right to select additional candidates if vacancies become available during future phases of the selection process.

IV. TO APPLY

Please follow the check lists and submission guidelines, posted on the official website:https://the.usembassy.gov/embassy-consulate/jobs/usaid-job-vacancies/ carefully and submit complete application package thru RDMArecruitment@usaid.gov before the deadline.

 Failure to follow the instructions will invalidate your application.

 

Contact :

เจ้าหน้าที่ประจำสำนักงาน / Officer

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