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Travel and Administrative Coordinator

2 months ago

Washington, Washington, D.C., United States Chenega MIOS SBU Full time

Position Overview:

The Travel and Administrative Coordinator will deliver comprehensive travel, transportation, and administrative assistance to the U.S. Agency for International Development (USAID) Bureau for Management, Office of Management Services, Travel and Transportation Division.

Key Responsibilities:

  • Provide support for the USAID travel program, assisting Agency personnel with international travel, passport, and visa requirements.
  • Monitor the Travel and Transportation communication channels, directing inquiries and requests to the appropriate personnel.
  • Act as a subject matter expert for the USAID passport and visa program, interpreting and clarifying the requirements for obtaining necessary travel documents.
  • Review applications and supporting documentation for compliance as proof of citizenship for passports and visas.
  • Stay updated on guidelines and changes related to international travel.
  • Collaborate with foreign embassies to ensure all visa requirements are fulfilled.
  • Assist employees in navigating passport and visa requirements prior to travel.
  • Coordinate with the Special Issuance Agency to ensure all criteria are met for obtaining official or diplomatic passports.
  • Conduct quality control checks on passport and visa applications for accuracy before submission.
  • Confirm appointments, take passport and visa photographs, accept applications, and process visa requests.
  • Maintain a database to track passport and visa information.
  • Develop proficiency in preparing documents for actions in the E2 travel system, ensuring proper delivery and tracking of visa and passport applications.
  • Serve as the primary point of contact for the Travel and Transportation Division help desk.
  • Liaise with various federal agencies as necessary.
  • Maintain both electronic and physical files in compliance with organizational standards.
  • Provide administrative support, including scanning, copying, and filing, ensuring all clearances and mandatory training are up to date.
  • Manage communications materials, such as newsletters or training documents.
  • Deliver passport and visa documents to relevant federal agencies and embassies.

Qualifications:

  • High school diploma or GED equivalent is required.
  • A minimum of 2 years of relevant experience, including roles as an intern, support contractor, or government staff.
  • Proficiency in Microsoft Office and Google Suite.
  • Experience with travel-related systems.
  • Background in travel, transportation, or passport roles.
  • Ability to work effectively in a team environment.
  • Demonstrated capability to complete tasks independently.
  • U.S. Citizenship is required.
  • A valid driver's license is necessary.
  • Successful completion of a background check and ability to obtain USAID Facilities Access is mandatory.

Knowledge, Skills, and Abilities:

  • Ability to ensure accuracy in travel-related documents.
  • Skill in managing incoming requests and collaborating with stakeholders to resolve issues.
  • Understanding of federal travel regulations.
  • Strong organizational skills and the ability to thrive in a deadline-driven environment.
  • Excellent written and verbal communication skills.
  • Proficient computer skills with a willingness to learn new software quickly.
  • Detail-oriented with the ability to manage multiple priorities effectively.
  • Customer service-oriented with strong relationship-building skills.
  • Ability to produce high-quality work in a timely manner.
  • Proactive team player with a positive attitude.

Professional Development:

At Chenega MIOS, we are committed to the growth of our team members. We provide opportunities for skill enhancement and hands-on experience in a dynamic business environment.

Benefits:

We value our employees and offer a comprehensive benefits package.

Corporate Culture:

Our supportive culture fosters an environment where team members can thrive and contribute positively.

Corporate Citizenship:

We are dedicated to making a meaningful impact in our communities through education, giving, and volunteerism.