Travel and Administrative Coordinator

2 weeks ago

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

Position ID: 31946

Overview

Travel and Administrative Coordinator

Location: Washington, DC

Chenega MIOS SBU is a recognized leader in providing exceptional Engineering, Integrated Hardware and Software, Advisory & Assistance Services (A&AS), Program & Project Management, and Administrative Services. Our organization is committed to delivering outstanding support to clients across the United States and internationally.

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

Key Responsibilities

  • Assist with the USAID travel program, providing support for international travel, passport, and visa requirements.
  • Monitor the Travel and Transportation communication channels and direct inquiries to the appropriate personnel.
  • Act as a subject matter expert for the USAID passport and visa processes.
  • Interpret and clarify the requirements for obtaining passports and visas, including necessary documentation.
  • Review applications and supporting documents for proof of citizenship for passports and visas.
  • Stay updated on guidance and changes related to international travel.
  • Collaborate with foreign embassies to ensure compliance with visa requirements.
  • Facilitate passport and visa requirements for employees prior to travel.
  • Coordinate with the Special Issuance Agency (SIA) to meet requirements for official/diplomatic passports.
  • Ensure accuracy in passport applications before submission to the SIA.
  • Verify visa applications for correctness prior to submission to embassies.
  • Manage appointment confirmations, passport/visa photography, application acceptance, and visa request completion.
  • Maintain a database for tracking passport and visa information.
  • Develop skills in preparing documents for actions in the E2 travel system, managing visa and passport applications.
  • Deliver passports and visas to travelers and serve as the primary point of contact for the Travel and Transportation Division help desk.
  • Liaise with various federal agencies as required.
  • Maintain electronic and physical files in accordance with USG, Agency, and office standards.
  • Provide administrative support, including scanning, copying, and filing, ensuring compliance with clearances and training requirements.
  • Prepare communication materials, such as newsletters or training resources.
  • Deliver passport and visa documents to relevant agencies and embassies.

Qualifications

  • High school diploma or GED equivalent required.
  • Minimum of 2 years of relevant experience, including:
  • Experience in support roles within government or industry.
  • Proficiency in Microsoft Office and Google Suite.
  • Familiarity with travel-related systems.
  • Experience in travel, transportation, or passport services.
  • Ability to work effectively in a team environment.
  • Demonstrated capability to complete tasks independently.
  • US Citizenship required.
  • Valid driver's license necessary.
  • Background check and ability to obtain USAID Facilities Access required.

Skills and Competencies:

  • Ability to ensure quality control of travel-related documents.
  • Proficient in managing incoming requests and resolving issues with stakeholders.
  • Knowledge of federal travel regulations.
  • Strong organizational skills and the ability to meet deadlines.
  • Excellent written and verbal communication skills.
  • Proficient in computer skills and quick to learn new software.
  • Detail-oriented with the ability to manage multiple priorities.
  • Customer service-oriented with strong relationship-building skills.

Professional Development

At Chenega MIOS SBU, we are dedicated to the continuous growth of our team members. We provide various opportunities for skill enhancement and professional development.

Benefits

We value our employees and offer a comprehensive benefits package.

Company Culture

Our supportive culture encourages team members to excel in their roles while promoting well-being and work-life balance.

Corporate Responsibility

Chenega MIOS SBU is committed to making a positive impact in our communities through education, volunteering, and leadership initiatives.

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