USAID Travel Assistants at the U.S. Embassy (2 Openings)

The U.S. Mission to Nigeria comprises of the Embassy in Abuja, FCT, and the Consulate General in Lagos. U.S. Consulate General Lagos is the Mission’s representative to the Nigerian people in the southern region.

We are recruiting to fill the position below:

Job Title: USAID Travel Assistant (All Interested Candidates) (72062021R10007)

Announcement Number: Abuja-2021-010
Location: Abuja
Hiring Agency: Embassy Abuja
Series / Grade: LE - 4005 8
Promotion Potential: LE-8
Work Schedule: Full-time - Work Schedule is 40hrs per week
Slot: 2 Openings

Overview

• Hiring Path: Open to the public
• Who May Apply/Clarification From the Agency:
  • For definitions use URL www.usaid.gov/ads/policy/glossary
  • *  Open to Cooperating Country National (Nigerians only).
• Security Clearance Required: Public Trust - Background Investigation
• Appointment Type: Permanent
• Appointment Type Details: Five (5) years renewable, estimated to start on or after July 2021

Marketing Statement:

• USAID is an independent Federal Government agency that receives overall foreign policy guidance from the Secretary of State. With headquarters in Washington, D.C., USAID fosters transformational development around the world. Our work supports economic growth and trade; agriculture and the environment; education and training; democracy and governance; global health; global partnerships and humanitarian assistance. We operate in the following regions of the world: Afghanistan and Pakistan, Africa (all of Africa), Asia, Europe and Eurasia, Latin America and the Caribbean and the Middle East.
• For more information about USAID, visit: http://www.usaid.gov

Summary

• The incumbent provides logistics management oversight for USAID / Nigeria travel activities for all staff. The responsibilities of this position are the management of travel arrangements for incoming TDY travelers, travel by USAID / Nigeria staff, assisting visiting VIPs and supports Regional USAID Missions procurement of visas and inquiries under the supervision of the Deputy Executive Officer.

Duties
Travel Logistics And Management - 60%

• The incumbent is responsible for overseeing the management and planning of all travel including hotel reservations, airline reservation, and purchasing of tickets for USAID / Nigeria staff to and within Nigeria for USAID direct hires personnel, USPSCs and FSN staff, providing guidance on USG travel policies regulations to all travelers and TDYers.
• Using the E2 Travel Management Program, the incumbent prepares travel authorizations, and blanket travel authorizations and provides advice to personnel on their entitlements in a wide variety of travel situations, including Post Assignment, home leave/return to post, Home leave transfer, Rest and Recuperation travel, medical evacuations, invitational travel, emergency travel, Post departure / separation and all matters related to travel and authorized dependents at all times.
• Acts as the liaison with the appointed travel agencies, Carlson Wagonlit Travel (CWT), for international travel and two local travel agents for local travel in accessing government fares for airlines tickets and preparing yearly agreements with the travel agencies to meet with the terms and modalities that accommodates USG service deliveries standards.
• Obtains and maintains current domestic and international airline schedules and provides information to Mission offices / locations as to airlines schedules when needed. Also confirms, reconfirms, and cancels reservations.
• Drafts administrative notices on travel related issues and ensures that personnel adhere to the mission policies on travel.
• Liaises with the Office of Financial Management (OFM) to ensure timely funding and approvals to provide consistent feedback to the traveler and team on the status of their travel authorization.
• Drafts correspondences to Embassies / High commissions and provides guidance to mission personnel on related visa issues staying abreast of visa requirements for different countries and makes sure visa application forms are current.
• Maintains travel database files containing Personal Identifiable Information (PII) and basic medical information and furnishes the Executive Officer of traveler profile and number of entitlements taken or can be accessed.
• Ensures that travel request forms are properly signed Prepares correspondence, cables and reports concerning Provides weekly updates of database on travel to the deputy executive officer.

HAC Insurance for FSNs - 10%:

• Prepares Health and Accident Coverage (HAC) insurance for all regional and international travel for all Mission FSN staff and maintains proper records of all the insurance coverage provided for the staff.
• Keeps track of when passports and clearances expire, example is HOTSOS and FACT training.

Declining Balance Card (DBC) - 10%:

• Issues Declining Balance Card for travelers and the Citibank point of contact for all related activities on billing and payments rectifying issuing on cards and keeping custody of non-personalized travel cards while ensuring safety guards against fraud and theft.
• Providing basic training for all users and issuing statements for cards without names and monthly statements for the Mission. Working with Citibank on reissuing cards and making requests for new staff members.

Shipping Support - 10%:

• In conjunction with the Embassy shipping section, the incumbent will assist U.S. Citizen, USPSCS, TCNPSCs personnel to facilitate the registration, licensing, inspection, sales, and purchase of POV, and prepare the necessary paperwork and documentation in this connection.
• Assist the IP liaison assistant between USAID / Nigeria and all of its implementing partners on issues relating to the following:  Renewal / extension of Visa, business permit and resident permit for expatriates (IP and non-diplomatic staff of USAID), registration of IPs with the National Planning Commission (NPC), VAT exemption and other related issues;  Shipping and transportation (official commodities, pets, HHE, UAB, POV); Registration of Official Program Vehicles with the Federal Road Safety Commission; Processing of Pet Import / Export Permit from Ministry of Agriculture.

Travel Support To Other Missions - 10%:

• Manages hotel reservations, cancellations, and modifications for TDY travelers from other USAID missions.
• Supports Africa Regional Offices in planning and providing guidance to the Mission employees, TDY travelers and Regional clients on travel and transportation policy and procedures in accessing travel and transportation services of the Mission and working with colleagues at various Missions and Headquarters in sharing these updates.

Qualifications and Evaluations
Requirements:

• Physical Demands: The work requested does not involve undue physical demands.

Education Requirements:

• Minimum of College / University studies in Business Administration, Public Administration, Business Administration, Business Studies, or related field is required.

Evaluations:

• Applicants who clearly meet the minimum Education, Experience and basic eligibility requirements will be further evaluated based on scoring of the Evaluation Factors listed below. The highest-ranking applicants may be selected for an interview.
  • Knowledge: 10 points
  • Skills and abilities: 10 points
  • Communication and Language skills: 10 points
  • Interview Performance: 70 points
• Applications that do not meet the required minimum qualifications will not be scored. Candidates meeting the required qualifications for the position will be evaluated based on information presented in the application. USAID reserves the right to conduct interviews with the top ranked short-listed candidates. If the interview is conducted, the interview will be one of the determining factors in the final selection.
• Reference checks will be made only for the successful candidate. If a candidate does not wish USAID to contact a current employer for a reference check, this should be stated in the application letter.
• USAID is an equal opportunity employer: All qualified candidates will be considered regardless of age, race, color, sex, creed, national origin, lawful political affiliation, non-disqualifying handicap, marital status, sexual orientation, affiliation with an employee organization, or other non-merit factor. Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.

Qualifications:

• Prior Work Experience: Minimum of three to five years progressive work experience in travel Logistics and management with an International Organization or in the private sector is required.
• Job Knowledge: Thorough knowledge of airline fares, reservation, and ticketing procedure to recommend the most efficient and inexpensive means of travel and detailed knowledge of travels regulations and policies to determine eligibility of travel and good knowledge of the host country's customs / immigration procedures and shipping companies is required.

Skills and Abilities:

• Computer skills and familiarity with windows, Microsoft word processing and spreadsheet programs.
• Must have strong drafting skills to draft correspondence to embassies, airlines, and hotels.
• Must be able to interact professionally with sometimes aggressive individuals.
• Must be tactful, yet effective in dealing with customers.
• Must be able to communicate effectively with customers and co-workers.

Language Proficiency:

• Level IV (Fluency) English Language and one local language is required.

Benefits and Other Info

Benefits
Agency Benefits:

• As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

Benefits:

• Health Insurance
• Annual Salary Increase (if applicable)
• Annual and Sick leave
• Annual Bonus

Allowances (as applicable):

• Transportation Allowance
• Meal Allowance
• Miscellaneous Allowance
• Housing Allowance

Other Information:

• USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at: https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
• Contract Cover Page form AID 309-1 available at: https://www.usaid.gov/forms
• Acquisition & Assistance Policy Directives / Contract Information Bulletins (AAPDs / CIBs) for Personal Services Contracts with Individuals available at: http://www.usaid.gov/work-usaid/aapds-cibs
• Ethical Conduct.  By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635.  See: https://www.oge.gov/web/oge.nsf/OGE%20Regulations

Taxes

• The Mission emphasize to its employees of the fact that they are obliged to observe Nigerian Laws, including those concerning income and related tax obligations.  Payment of such taxes is a matter between the individual employee and the Nigerian Government. In the absence of a specific international agreement, the U.S. Government will not withhold local taxes from an employee’s salary.

Salary
NGN8,664,538

Application Closing Date
22nd February, 2021.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Important Information & Notice

• Eligible applicants are required to complete this on-line application process and submit any applicable required documents by 11:59 p.m. GMT on the closing date of this announcement.
• Please note that all required documents must be received by the closing date online, and that we will determine your eligibility and qualifications based solely on the material received by the closing date.

Required Documents:

• Current Resume
• Cover Letter
• Relevant Certificates
• NYSC Certificate
• University Degree Certificate
• University Transcript
• List of References

Next Steps:

• After the closing date for receipt of applications, all applications will initially be screened for conformity with minimum requirements and a shortlist of applicants developed. Applications from candidates which do not meet the required selection criteria will not be considered.
• A committee will be convened to review the shortlisted applications and evaluate them in accordance with the evaluation criteria as stated above.  Only shortlisted applicants will be contacted. No response will be sent to unsuccessful applicants.
• For More Info: HR Section - 000-000-0000 ; HRNigeria@state.gov