Job Description

Title: Travel Assistant, FSN – 08

Company Name: USAID Bangladesh

Vacancy: 01

Job Location: Dhaka

Employment Status: Full-time

Educational Requirements:
∎ Bachelor of Commerce (BCom), Bachelor of Science (BSc)
∎ Minimum Completion of College/University degree in a field related to Management, Computer Science, Social Sciences, or a related field, is required.

Experience Requirements:
∎ At least 3 year(s)
∎ The applicants should have experience in the following area(s): Travel management
∎ The applicants should have experience in the following business area(s): Development Agency

Job Context:
∎ The Job Holder serves as the Travel Assistant in the Executive Office under the direction of the USAID Supervisory Executive Specialist. S/he advises Mission staff regarding official travel, USG travel regulations, and airlines, IATA and host government rules and practices, prepares Travel Authorizations (TAs) and also coordinate with International Cooperative Administrative Support Services (ICASS) Travel section and the US Embassy travel contractor. S/he is also responsible for a part of administrative and coordination services and functions in support of Mission logistics. The job may be expected to perform work-related travel.

Job Responsibilities:
∎ Travel Management
∎ • Prepares travel authorizations in E2 as well as in Paper for international and domestic travel and prepares all related documents for 182 employees.
∎ • Advises the Mission staff on post policies regarding official travel, USG travel regulations, airline and IATA regulations, host government rules and practices.
∎ • Advises travelers of changes in post's travel policy and agency regulations as necessary.
∎ • Advises employees of entitlements and restrictions on a wide variety of travel situations, including but not limited to home leave and transfer (HLTRF), home leave and return to post (HLRTP), direct transfer, rest and recuperation (R&R), temporary duty (TDY), medical evacuation (MedEvac), emergency visitation (EVT), invitational travel, educational travel and separation travel.
∎ • Ensures rapid emergency action for MedEvac and emergency visitation travel cases on short notice.
∎ • Maintains and updates data of all domestic and international travel of around 182 employees.
∎ • Ensures all the arrangements for travel for almost 55 US and Third Country National citizens assigned to the post, for official visitor and for VIPs.
∎ • Provides support and guidance as needed to Mission staff in preparing Travel Requests (TR), Travel Authorizations (TA), Travel Advances and Travel Vouchers.
∎ • Prepare "Allow On Board" letter for the inbound/outbound travelers.
∎ • Coordinates with Embassy HR for visa issuance. Drafts all visa support letters for USAID employees and coordinates the necessary certifications with Embassy HR.
∎ • Tracks visas for all American and TCN staff and arranges visa renewals, in coordination with Embassy HR.
∎ • Maintains accurate records of staff travel dates, ensuring a reliable report on any given day as to who is in and out of the city/country.
∎ • Maintains an electronic 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 system of the Mission.
∎ • Maintains contacts with working level personnel at ticket offices of airlines to facilitate obtaining travel reservations, cancelation and ticketing in short notices.
∎ • Uses judgement and diplomacy while applying regulations to specific cases.
∎ • Respectfully and tactfully handles customer needs.
∎ • Serves as the subject matter professional on travel and the automated travel system, E2i.
∎ • Advises staff on authorized routing, modes of transportation and shipping allowances when required.
∎ • Research applicable travel regulations covered by the Foreign Affair Manual (FAM), Foreign Affairs Handbook (FAH), Automated Directive System (ADS), Department of State Standardized Regulations (DSSR), Federal Travel Regulations (FTR), and Mission/Agency policies to answer travel related questions from Mission staff. Interprets complex regulations and policies.
∎ • Solves the majority of travel problems independently.
∎ • Provides creative solutions to travel concerns while enforcing travel regulations and policies.
∎ Home Leave Travel, Training and Support Activities
∎ • Arranging Home leave meetings for approximately 55 USDH, USPSC, TCNPSCs at least three (3) months prior to travel and describe all the documents needed for HL, entitlements, regulations, etc.
∎ • Maintain and update user friendly travel information for Dhaka Intranet. Such as: FAQ, Entitlements, Documents required for all type of travel.
∎ • Preparing Medical Letter, Checking Medical report and maintain database for all FSNs’.
∎ • Preparing HAC and maintaining database for approximately 127 FSNs.
∎ • Preparing travel budget for ad hoc memo or fund cite.
∎ • Maintain Training points for all offices and advice employees on point calculation. Update Training point tracker regularly for almost 182 employees.
∎ • Preparing Home Leave database and updating the employees mentioning their due date.
∎ • Arranging New Employee Orientation for all new USDH/USPSC/TCNPSC/FSN employees.
∎ • Preparing and Updating Entitlement database for 55 employees.
∎ • Solving all E2 related issues, New E2 account creation, Login, Password Reset, E2 Account transfer, etc.
∎ • Directly communicate with International and Domestic airlines regarding new route, fares, code share flights, policy, etc.
∎ • Update and circulate monthly International Travel Record through the EXO Dashboard.
∎ • Providing check out sheet and other support for departing employees.
∎ • Checking and clearing all International and Domestic Air Ticket bills for 182 employees.
∎ • Checking and clearing HHE and UAB shipment bills.
∎ • Checking and clearing Credit card bills for Health and Accidental Coverage (HAC), TMC and E2i bills.
∎ • Serves as official trainer for all USAID employees on the E2 system and other travel related trainings.
∎ • Ensures all supporting documentation in sufficient to pass an audit.
∎ • Issuing Declining Balance Card (DBC) to the 127 FSN employees.
∎ • Safekeeping and tracking of DBC as Custodian.
∎ • Coordinate with Financial Management Office regarding the issuance of DBC and report them after receiving back the DBC from the travelers.
∎ • Act as the Mission Point of Contact for Mission Flight Aviation (MAF) authority and deal with MAF shuttle flight reservation, ticketing and payment matters for 182 USAID employees.
∎ Logistic Support
∎ • Coordinates logistics for VIP/VVIP delegation visits with the assigned control officer.
∎ • Requests reservation of the Airport VIP lounge thru ICASS Travel when necessary.
∎ • Makes the necessary arrangements for reservations, hotel bookings, reserves motor pool car/van and coordinates pick up times with the motor pool and the traveler.
∎ • Works closely with ICASS Travel and ICASS Shipping regarding un-accompanied Baggage (UAB) and House- hold Effects (HHE) for arriving or departing employees.
∎ • Provide check-in package and other logistic support to the incoming TDY personnel on their arrival to the post.

Additional Requirements:
∎ At least three years of progressively responsible experience in local airlines reservations office or travel related experience is required.

Salary: Tk. 140203 - 251995 (Monthly)

Compensation & Other Benefits:
∎ T/A, Mobile bill, Tour allowance, Medical allowance, Provident fund, Weekly 2 holidays, Insurance, Gratuity
∎ Festival Bonus: 2

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 12 Jul 2022

Company Information:
∎ 28 Jun 2022
∎ USAID Bangladesh
∎ Address : US Embassy, Baridhara, Dhaka
∎ Web : www.usaid.gov/bd
∎ Business : The largest US agency in the US Embassy, Dhaka, Bangladesh.

Category: NGO/Development