TRAVEL ASSISTANT
POSITION DESCRIPTION:
Vacancy Announcement Number: 16/031
ALL
ORDINARILY RESIDENT (OR) APPLICANTS (See Appendix A for definition)
MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR
CONSIDERATION.
The
US Mission in Dar es Salaam is seeking eligible and qualified
applicants for the position of Travel Assistant at the United States
Agency for International Development (USAID).
BASIC FUNCTION OF POSITION
Under
the general direction of the Deputy Executive Officer, incumbent is
responsible for providing a full range of travel services for
USAID/Tanzania, including developing, organizing, and managing Mission
travel requirements through a travel agency; providing informed advise
to Mission staff on USG travel rules and regulations covering all
aspects of travel, including on-going changes that may affect staff
travel; preparation and submission of Travel Authorization(s);
coordination of required vehicles and scheduling pick-up and drop-off
times; coordination for temporary accommodations for TDY visitors; and
ensuring all travel related files contain up-to-date information.
MAJOR DUTIES AND RESPONSIBILITIES:
A. Management & Coordination of Travel Requirements of USAID/Tanzania
60%
The
incumbent provides the full range of travel services to all employees
of the USAID/Tanzania Mission. S/he is in charge of preparing all paper
and electronic Travel Authorizations (TAs) for all official and
entitlement trips for all types of employees, including US eligible
family members traveling on official USG orders. S/he also performs
travel services for official visitors and VIPs visit. In the case of the
latter, the incumbent plays an integral role in the preparation of the
VIP visits including all associated travel services needed.
The
incumbent maintains an electronic and hardcopy filing system for all
travel authorizations, and ensures proper maintenance, filing and
storage for travelers’ in accordance with the Automated Directive System
(ADS). S/he is responsible for issuance of blanket travel
authorizations that cover local travel within Tanzania. S/he also
maintains current Evacuation Travel Authorizations for US Staff and
their eligible family members, and prepares evacuation packets. The
incumbent ensures that all necessary travel documents are filed and
maintained in the vital records system of the Mission.
The
incumbent is the primary point of contact on all official travel
related questions. S/he advises employees on the Agency’s policies and
regulations for official and entitlement travel. The incumbent is also
responsible for advising US staff on shipping allowances for entitlement
travel as per the USG regulations. S/he researches all travel questions
and solves the majority of travel problems independently. S/he provides
creative solutions to travel concerns while enforcing travel policies.
The
incumbent provides oversight calculations of all funded travel made by
others to ensure accuracy and adherence to regulations. On the monthly
basis, the incumbent reconciles credit card bills received, provides
support funding documentation and recommends authorization of payment.
Credit card bills may include airfare charges, Travel Management Center
fees, and Health & Accident Coverage Insurance (HAC) costs provided
to employees on official travel.
The
incumbent makes necessary hotel reservations for official
USAID/Tanzania visitors and TDYers as appropriate. S/he is the travel
point of contact for USAID/Tanzania sponsored conferences. The incumbent
maintains and updates USAID/Tanzania’s visitors list and issues
associated reports as needed on visitors and TDYers. S/he serves as the
point of contact for the automated Electronic Country Clearance (ECC)
system, and assists users and control officers in submitting and
approving ECC requests.
During
trips attended by multiple parties, s/he ensures maximum efficiency in
the use of government resources, consolidating requirements and
coordinating with the Mission motorpool to determine vehicle
requirements that adequately support the trip. S/he ensures travelers
use resources allocated thereby preserving USG assets and funds.
The
incumbent maintains and updates the travel section of the
USAID/Tanzania intranet. S/he uploads and keeps up-to-date all necessary
documentation related to official and entitlement travel. S/he also
circulates all new and updated rules and regulations associated with
official and entitlement travel. The Travel Assistant completes ad hoc
reports, such as business class usage, hotel usage, and visitors.
In
coordination with the Human Resources Section in the Executive Office,
the incumbent ensures that traveling employees have obtained the
necessary medical clearances to perform official travel. S/he ensures
that traveling have their Health & Accident Coverage Insurance, and
that accompanying members have also obtained necessary insurance to
perform travel. S/he ensures travelers have completed ECC requests and
have received approval before issuing tickets.
The
incumbent liaises with State Department Travel Section on the
preparation of the require documents for visa issuance for
USAID/Tanzania employees for official travel; s/he obtains forms and
prepares necessary documentation, contacts embassies for information,
and follows-up to ensure visas are received in a timely manner.
In
sum, the Travel Assistant has total responsibility to ensure that
travel is arranged and funded in accordance with USG regulations and in a
consistent manner, and that all documentation presented to staff
authorizing travel is complete and defendable. Further, s/he ensures the
travel is arranged in a manner that meets the requirements in the most
efficient manner.
B. E2 Travel Solution Subject Matter Expert:
25%
The
incumbent is considered to be the Mission expert and advocate for
utilization of E2 by all staff. As the Mission Travel Assistant, the
incumbent is responsible for entering travel into E2 that will generate
TAs in support of approximately 160 USAID employees.
As
the subject matter expert on travel and the automated travel system E2,
s/he arranges all travel and advises employees and administrative
assistants on the preparation of correct travel vouchers.
S/he
will serve as the Mission E2 trainer and is responsible for training
all Administrative Assistants to become proficient E2 Arrangers, as well
as training employees, travelers, and supervisors on how to initiate
the TA process and informing them of their roles and responsibilities in
the TA and E2 process. Additionally, the incumbent is responsible for
scheduling training sessions for new staff as well as for staff
requiring remedial training on the use of E2.
When
required, or upon request, the incumbent will assist staff who are
experiencing difficulty with initiating TA requests in E2. S/he will
also serve as the Mission’s E2 trouble-shooter and will take the lead in
resolving E2 issues locally, or with the Washington based experts. On
occasion, the incumbent may be called upon to assist non-presence
countries with E2 related issues and problems.
B. Liaison with Mission Travel Agent:
15%
1.
Directly responsible for the coordination and liaison with the
appointed Mission Travel Agent for travel reservations and issuance of
travel tickets. S/he will ensure that the Agency’s travel needs are
satisfied by establishing a positive interactive working relationship
with the Travel Agent and the US Department of State (DoS) Tanzania
management staff. S/he will review all tickets prior to issuing them to
the traveler, to ensure that the agency staff is fully aware of USG
travel regulations with respect to the use of American flag carriers,
USG contract fares, and special fares of international carriers existing
for Tanzania. S/he will also ensure that reservations and fare
quotations reflect the best routing and costs for the USG, and that
alternative routings are being explored as appropriate.
The
incumbent solely liaises with the Mission designated Travel Agency for
all related travel services for USAID staff and their eligible family
members, including requesting reservations and ticket issuance. S/he
ensures all supporting documents sufficient to pass an audit are
contained in the file, including authorizations for business class
travel and cost construct calculations.
QUALIFICATIONS REQUIRED
All
applicants must address each selection criterion detailed below with
specific and comprehensive information supporting each item.
Education:
College
or university degree in the field of Business/Public administration,
tourism, travel, or other related field is required.
Experience:
A
minimum of three years of increasingly responsible duties in travel or a
travel related field. At least one year of this experience with a USG
or other international organization, is required.
Language:
Level IV (fluent) in English and Kiswahili (writing, reading and speaking) is required. (This will be tested)
Skills and Abilities:
Must
have demonstrated ability to exercise sound judgment; originate
creative solutions for a variety of concerns; handle requests and
complaints with patience, diplomacy and tact. Must have demonstrated
ability to work independently, be detail-oriented and accurate, and
apply regulations consistently. Must have demonstrated ability to
multi-task and prioritize many varied requests each having its own
timeline and importance. Must have demonstrated strong computer skills
in specialized software, including Windows, the Microsoft Office Suite
(e.g., word processing, spreadsheet, database, and email programs). Must
have strong professional-level interpersonal skills and be able to work
effectively with individuals from a variety of backgrounds and
cultures; must have demonstrated ability to explain procedures and
regulations tactfully to Mission personnel. Must be worthy of trust and
confidence, and be capable of reporting anomalies observed. Must be able
to handle discretely, and to protect the confidentiality of information
learned during the discourse of the job. Must have demonstrated ability
to analyze existing systems and procedures and recommend improvements
to enhance efficiency. Must have demonstrated ability to implement new
regulations seamlessly and adapt to new systems of automation is
required (This will be tested).
Job Knowledge:
Must
have good understanding of travel and hotel operations in Tanzania.
Must have general knowledge of travel systems software. Must be
competent in making detailed travel arrangements, and capable of
anticipating traveler needs. Must have ability become familiar with and
remain current with US Government regulations, as well as
USAID/Tanzania, and Embassy management policies is required.
APPLY NOW
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INFORMATION RESOURCES CENTER ASSISTANT
POSITION DESCRIPTION:
Vacancy Announcement Number: 16/036
ALL ORDINARILY RESIDENT (OR) APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.
The
US Mission in Dar es Salaam is seeking eligible and qualified
applicants for the position of Information Resources Center Assistant in
the Public Affairs Section.
BASIC FUNCTION OF POSITION
Provides
research, outreach, and collection development of wide scope.
Researches Information Resources Center's (IRC) electronic and
traditional resources to respond to complex inquiries for information
from the target audience, PAS staff, and mission staff. Develops and
maintains contacts with target audience members. Contributes to the
outreach program and assists with collection development.
MAJOR DUTIES AND RESPONSIBILITIES
35%
Under
the direct supervision of the IRC Director, responds to inquiries for
in-depth information primarily from target audience as well as from
Mission staff. Conducts necessary research and consults with the IRC
Director if assistance is needed. Finds answers to inquiries by using
U.S. government, legal and legislative documentation or other
appropriate resources. Responds to written requests after completing
research. If query is outside the scope of the IRC’s capability, makes
referrals to Reference section at the PD IRC in Washington. Serves as
Acting IRC Director at appropriate times.
30%
Provides
articles to target audience members based on selective Dissemination of
Information (SDI) profiles. Maintains contact with information
professionals to keep abreast of Tanzania developments and advises them
of IRC capability and services. Keeps abreast of emerging information
technology, and new developments in reference services and information
science. Assists IRC Director in outreach activities by contacting DRC
members, distributing materials to DRS members, and preparing support
material on assigned subject areas.
20%
Helps
in internal administration and operations by explaining IRC services to
patrons, keeping a log of reference services, preparing reports on IRC
usage, and is responsible for presentation and preparation of paper
shows, book exhibits and the donated book program.
15%
Selects
or recommends selection of publications and CD ROMS for acquisition.
Assist IRC Director in acquisitions work by keeping track of new
arrivals, mailing lists of new arrivals to DRS members, and helping to
prepare bibliographies.
QUALIFICATIONS REQUIRED
All
applicants must address each required qualification listed below with
specific and comprehensive information supporting each item. Failure to
do so may result in a determination that the applicant is not qualified.
Education:
A University degree in library science or information science is required.
Experience:
Two to four years of progressively responsible experience in the field of information research is required.
Language:
Level IV (Fluent) in English and Kiswahili (speaking, writing and reading) is required. (This will be tested)
Skills and Abilities:
Excellent
service orientation to target audience, interpersonal, and cross
cultural skills. Ability to carry out reference searches and respond
rapidly to complex requests, often for breaking news; to work
effectively with American and foreign national staffs; to independently
plan, organize, and carry out assigned responsibilities using electronic
based technologies, including internet, CD-ROM, and print resources; to
maintain contact with target audience members; excellent written and
oral communication skills. Ability to prioritize work schedule and
incoming requests and Computer skills required.(This will be tested).
Job Knowledge:
Good
knowledge of U.S. reference and resource materials in the subject areas
emphasized in the Post’s Country Plan and Mission Program Plan and of
current trends and developments in American and Tanzanian information
science and technology. Knowledge of electronic retrieval and delivery
tools, in particular the Internet and standard information science
practices and procedures. Research inquiries require that the incumbent
have an in depth knowledge of Tanzanian and U.S. foreign affairs
policies, legislative and other domestic issues of relevance to Country
Plan themes is required.
