U.S. Embassy and Consulates in South Africa Travel Arranger - Jobs in South Africa
U.S. Embassy and Consulates in South Africa Travel Arranger - Jobs in South Africa
DutiesThe incumbent reports to the Travel Section Lead, in the CDC South Africa's Country Business Office (CBO), and provides administrative support for all travel logistics including filing the prepared travel claims.
The incumbent prepares invitational travel requests for non-U.S. Government staff travelling at the request of Center for Disease Control (CDC). The incumbent serves as the time and attendance records clerk for all Locally Employed Staff and U.S Direct Hire staff. Assists with Temporary Duty (TDY) tracking and reporting; develops, updates and tracks operational reports relating to travel, TDY and time and attendance.
Travel Administrative Support
Provides administrative support for travel logistics including arranging flight and hotel reservations, preparing travel requests and orders, making amendments to travel orders and filing prepared travel claims.
The incumbent prepares invitational travel requests for non-USG staff travelling at the request of CDC. Acts as the lead travel contact for all high-level visitors to CDC SA, booking reservations, coordinating travel and providing general assistance to these high-level visitors.
Incumbent is responsible for maintaining up to date visitors' logs of all visitors to CDC SA, including TDYers, invitational travellers, high-level officials etc.
Makes reservations and coordinates transportation and general assistance for regional training or conferences held at post or consulates.
Prepares monthly reports for HR and Operations Units on training related travel, staff travel patterns, cost analysis, budgets and related matters.
TDY Tracking and Reporting
Incumbent maintains a TDY tracking system for all incoming and outgoing TDYers to effectively manage the TDY clearance process, office space and related resources. Job holder provides periodic updates to HR and the supervisor on the status of TDY requests, budgets relating to TDY and technical assistance, and informs the supervisor of any inconsistencies noted.
Ensures that HR is aware of arrival and departure dates of TDYers and assists with the necessary arrangements for security clearances and briefings.
Incumbent has the primary responsibility to implement CDC's Center for Global Health "Protocol for TDY to International Sites".
Incumbent will serve as the primary point of contact for implementation of this policy and will liaise with the appropriate technical staff to coordinate briefings with the Country Director / Deputy Director.
E-Country Clearance Approvals
Incumbent monitors and provide E-Country clearance for CDC travellers to South Africa as per CDC's policies and regulations.
The incumbent is responsible to monitor the ECC system on a daily basis to track new requests and approve/decline as per guidance from branch/program management.
The incumbent should also ensure that travellers are utilizing RSO approved accommodation for safety and security purposes.
Qualifications and Evaluations
Requirements:
Three (3) years' experience in clerical work, travel and office administrative duties is required.
Job Knowledge:
Incumbent must have standard knowledge of administrative, secretarial, and clerical office procedures.
The incumbent must have standard knowledge of office technologies such as a PABX automatic telephone switching system, copiers, computers, fax, scanners and mobile phones.
Education Requirements:
Two (2) years of college/university studies is required.
Evaluations:
Level IV (Fluent) speaking/reading/writing of English is required; and fluency in Level II (Limited Knowledge) in any of the South African official languages, oral is required. (This may be tested).
Skills and Abilities:
Incumbent must have excellent communication, oral skills, organizations skills including time management, telephone etiquette in dealing with high level CDC and external officials including travel agency and hotel staff. Influencing and persuading skills are required in generating proper use of CDC SA resources.
Incumbent must be knowledgeable in the standard use computer applications, Ms Word, Excel and PowerPoint.
Incumbent must be able to read instructions and accurately capture information which is required for capturing in E2, requesting flights and accommodation. Incumbent must be accurate with advance calculations, voucher reimbursement calculations and have the ability to grasp the concept of ROE calculations.
Equal Employment Opportunity(EEO): The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or
sexual orientation.
Qualifications:
All applicants under consideration will be required to pass medical and security certifications.
Agency Benefits:
Locally Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Mission in Pretoria, South Africa may receive a compensation package that may include health, separation, and other benefits.
For EFMs, benefits should be discussed with the Human Resources Office.
The pay plan is assigned at the time of the conditional offer letter by the HR Office.
Other Information:
For the current COVID-19 Requirements please visit the following link.
Hiring Preference Selection Process: Applicants in the following hiring preference categories are extended a hiring preference in the order listed below. Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.
Hiring Preference Order:
1. AEFM / USEFM who is a preference-eligible U.S. Veteran*
2. AEFM / USEFM
3. FS on LWOP and CS with reemployment rights **
* IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), Letter from Veterans’ Affairs which indicates the present existence of a service-connected disability dated within the past six months, equivalent documentation, or certification.
A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant.
The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Acceptable documentation must be submitted in order for the preference to be given.
** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.
For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.
How to apply
All candidates must be able to obtain and hold a Public Trust clearance.
To apply for this position click the “Submit Application” button. For more information on how to apply visit the Mission internet site. http://za.usembassy.gov/jobs/
Required Documents:
To qualify based on education, you MUST submit the requested degree and / or transcripts as verification of educational requirement by the closing date of this announcement.
Failure to provide requested information, or the information is insufficient to verify eligibility, may result in disqualification for this position.
All Applicants:
• Residency and/or Work Permit
• Driver’s License
• Certificate or License
Eligible Family Member Applicants:
• Copy of Sponsor's Orders/Assignment Notification (or equivalent)
• Passport copy
• DD-214 - Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)
• SF-50 (if applicable)
Next Steps:
Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email.
For further information - the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources Office.
Thank you for your application and your interest in working at the U.S. Mission in Pretoria, South Africa.
For more information and job application details, see; U.S. Embassy and Consulates in South Africa Travel Arranger Jobs in South Africa
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