U.S. Embassy in South Africa Travel Arranger Jobs in South Africa

U.S. Embassy in South Africa Travel Arranger Jobs in South Africa

Duties

The 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 travelers, 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.

Advises, arranges and assists travelers with necessary visas and ensures travelers are advised of all requirements (inoculations etc.).

Ensures required travel documentation and cost effective travel arrangements for all official travel in accordance with USG, CDC and Mission SA policies.

Incumbent must be familiar with the HHS and CDC travel policies and how and when they differ from the Department of State's policies. Advises official travelers of the applicable regulations and their entitlements on issues of travel, to include, but not limited to: PCS Travel, R&R, medical evacuation, invitational travel, emergency visitation, educational travel, home leave for US-DHs and multi-leg trips.

Incumbent is a recognized expert on US Embassy travel software (E2) and serves as the primary liaison between the CDC office travelers and the Embassy offices that approve travel.

The incumbent is responsible for registering new users on the E2 system, creating and reviewing all E2 electronic travel requests, authorizations and vouchers, and troubleshooting, and where possible, rectifying staff E2 problems. The position acts as the main liaison point with E2 system controllers.

Trains and orients CDC SA staff on travel rules and regulations as required. Incumbent will assist with the creation of travel processing protocols and operations standards for the office.

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.

Incumbent must ensure that the CDC Country Director is fully aware of CDC activities and able to accurately and knowledgeably report to the US Ambassador, and provide assistance and support to the traveler as needed, particularly in the event of an emergency.

Incumbent will be delegated the responsibility for the following: collaborating with the TDY traveler to coordinate SOWs, visa applications, meeting agendas and travel itineraries and ensuring that other arrangements, including country and RSO clearances, in and out briefs and other programmatic and administrative arrangements are in place and fully communicated to the traveler.

E-Country Clearance Approvals

Incumbent monitors and provide E-Country clearance for CDC travelers 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 travelers are utilizing RSO approved accommodation for safety and security purposes.

Qualifications and Evaluations

Experience:

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:

Language:

Level IV (Fluent) speaking/reading/writing of English is required (This may be tested).

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.

How to Apply

For more information and job application details, see; U.S. Embassy in South Africa Travel Arranger Jobs in South Africa

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