USAID Shipping and Travel Assistant at the U.S. Embassy

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 of:

Job Title: USAID Shipping and Travel Assistant (Current Mission Employees Only) (72062022R10005)

Announcement Number: Abuja-2021-126
Location: Abuja
Hiring Agency: Embassy Abuja
Series / Grade: LE - 4005 7
Work Schedule: Full-time - Work Schedule is 40hrs per week
Promotion Potential: LE-7
Telework Eligible: No

Overview

• Hiring Path: Open to the public
• Who May Apply / Clarification From the Agency:
  • For definitions use URL www.usaid.gov/ads/policy/glossary
  • Current Mission Nigeria (Citizen & Permanent Resident) Employees only.
• Security Clearance Required: Public Trust - Background Investigation
• Appointment Type: Permanent
• Appointment Type Details: Five (5) years renewable, estimated to start on or after February 2022
• Supervisory Position: No
• Relocation Expenses Reimbursed: No
• Travel Required: Occasional Travel. The job holder is required to perform work-related travel.

Summary

• This position is IP Shipment and Travel Liaison for the Executive Office, USAID Nigeria.
• The incumbent performs a variety of duties for implementing Partners relating to shipping and logistics, including but not limited to facilitating clearance of incoming shipments, arranging the export formalities on outgoing shipments, travel, logistics and principally acting as a liaison between USAID and its IPs.
• The incumbent also assists the Travel Assistant on behalf of Mission staff.

Duties
Liaison between USAID / Nigeria and all IPs: 25%

On issues including, but not limited to:

• Preparation of Introduction Letters to Nigerian Embassies abroad, requesting issuance of various visa (Subject to Regularization, Business, and Tourist) for IP and non-diplomatic staff of USAID, and follows through to ensure visas are obtained promptly, resolving problems that may arise.
• Regularizes the stay of expatriates (e.g., IP expatriates and non-diplomatic staff of USAID) after their arrival in Nigeria and facilitates issuance of multiple-entry visas and CERPACs (Resident Permits), by requesting MBNP to issue a letter of request to the Nigerian Immigration Service (NIS). Upon receipt of the letter from MBNP,
• Follows the request up with the Nigerian Immigration Service and ensures all relevant visas and permits are issued.

Visa Processing: 25%

• (IP and non-diplomatic staff of USAID); Facilitates registration of IPs with the Ministry of Budget and National Planning (MBNP); Processes VAT exemptions and other tax-related issues.
• Facilitates shipping and transportation (of official commodities, pets, Household Effects, Unaccompanied Baggage, or Personally Owned Vehicle).
• Facilitates registration of Official Program Vehicles with the Federal Road Safety Commission.
• Facilitates processing of Pet Import/Export Permits from the Ministry of Agriculture; Troubleshoots Aviation/Airport issues.
• Processes applications for program vehicle insurance and advises on Nigerian Government policies related to this action Handles all issues relating to the transfer and sale of POVs for IPs.
• Facilitates obtaining branding labels for IPs, and tags for project vehicles, POVs, and processing of drivers licenses for non-diplomatic staff of USAID.
• Handles all administrative and logistics support requested by IPs, as time permits.

Maintains and Develop Contact with Host-Government Officials: 20%

• (Especially with the officials of MFBNP and NIS), handling issues affecting IP operations in Nigeria.
• Develops and maintains a database showing contact information for the host-government officials mentioned above, to include names, addresses, telephone numbers, Ministry, etc. The database is updated on a regular basis.

Backstops for Travel Assistant: 20%

• Duties include but are not limited to processing international and in-country travel requests and authorizations using Agency-approved software (e.g., ServiceNow, E2 and e.g., Liaises across mission offices to coordinate scheduling and paperwork for approval of in-country travel. Coordinates with RSO Liaison to track approval/denial rates for in-country travel.

TDYer Support: 10%

• Manages hotel reservations, cancellations, and modifications for TDY travelers from other USAID missions. Negotiates USG rates with the hotels and attends meetings on behalf of USG with the USG approved hotels.

Qualifications and Evaluations
Requirements:

• Physical Demands: The work requested does not involve undue physical demands.
• Education Requirements: Minimum of College / University studies in Public Relations, Business Administration, Transportation, Planning and Management, Supply Chain Management, or related Social Science courses 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 (As stated above): 10 points
  • Interview Performance: 70 points
  • Total Possible points: 100 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.

Qualifications
Prior Work Experience:

• A minimum of 3 years of progressively responsible experience in any of the following: Shipping, Transportation, Travel, Clearing, or Logistics related industry (e.g., travel agency, shipping agency, airport, airline) is required.

Job Knowledge:

• A good working knowledge of host government standardized regulations and procedures regarding shipping and custom clearance is required.

Skills and Abilities:

• Must possess advanced liaison skills to tactfully, and effectively, deal with host country customs and government officials, IP staff/ Chiefs of Party, US Embassy personnel, and other USG personnel and visitors. Must be able to provide routine status reports to supervisor and Supervisory EXO, as requested.

Language Proficiency:

• Level IV English ability (fluent) is required.  Language competency may be tested.

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   

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 factors. Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status

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

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
NGN6,455,212 Annually.

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

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

Allowances (as applicable):

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

Application Closing Date
15th December, 2021.

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

Important 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
• University Degree Certificates
• University Transcript
• List of 3 References

Next Steps:

• After the closing date for the receipt of applications, applications will initially be screened for conformity with the minimum requirements and a short list of applicants developed.
• Following this initial review and short listing, a Technical Evaluation Committee (TEC) will convene to review applications that meet the minimum requirements and evaluate them in accordance with the evaluation factors (1-4). Applications from candidates which do not meet the minimum requirements will not be evaluated. As part of the selection process, finalist candidates will be interviewed. Only shortlisted applicants will be contacted.  No response will be sent to unsuccessful applicants.
• USAID reserves the right to interview only the highest ranked applicants in person or by phone OR not to interview any candidate. 
• Applicants are required to provide three (3) reference persons who are not family members or relatives, with working telephones and email contacts. The references must be able to provide substantive information about applicant’s past performance and abilities. Reference checks will be made only for applicants considered as finalists. If an applicant does not wish for the current employer to be contacted as a reference check, this should be stated in the resume. Note that if an applicant had a previous position with USAID, you must list your previous supervisor as a referee.
• For More Info: HR Section 000-000-0000 [email protected]