Travel Coordinator, Arlington, VA
Company Profile:
MSI, a Tetra Tech Company, is a Washington, DC metro area international development firm with a 35-year history of delivering development results across the world. Our core expertise is in the fields of monitoring and evaluation (M&E), institutional development, public sector management, governance and anti-corruption. MSI implements nearly 100 projects in 90 countries around the world such as Jordan, Morocco, Lebanon, Syria, Pakistan, Afghanistan, Colombia, and Mexico. As one of the leading companies in our field, MSI has partnered with more than 80 organizations across all sectors of international development with clients ranging from large bilateral and multilateral donors such as USAID, the World Bank and the UNDP to national and local governments, NGOs, think tanks, foundations and universities. For more information on MSI, please visit our website at www.msiworldwide.com.
Summary:
MSI’s Travel Department is responsible for all project, corporate and business development travel. This team works with the Director of Global Security and other corporate staff to develop practices, policies and tools utilized across the company.
Position Summary:
The Travel Coordinator position is responsible for logistical planning, financial accountability, training and other operational functions.
Responsibilities:
Travel Logistics
● Coordinate pre-departure, travel, and transit logistics for all travelers.
● Ensure travel is in compliance with relevant contract regulations (USAID, World Bank etc.)
● Provide support as Crisis Management Team member in emergency situations.
● Assist on an on-call, after-hours basis. Includes working remotely on weekends.
● Provide assistance to travelers and project teams in the event of flight cancelations or re-bookings when necessary.
● Research visa requirements for travelers, entry restrictions and other relevant travel concerns.
● Assist project teams in obtaining required visas for travel.
● Arrange for timely shipment of documents for travel.
● Monitor travel and intelligence provider alerts and develop solutions to near-term issues potentially affecting travel (i.e. inclement weather, organized strikes, global events, etc.)
Financial
● Reconcile multiple accounts monthly including credit card, petty cash, airfare, hotel and visa expenses.
● Process travel advances as needed working with accounting department.
● Provide travel records to accounting department for billing of trip related costs.
Coordination of Traveler and Project Team Support
● Maintain and update travel department share-point site with relevant policy and practice information.
● Update resources sites and shared drives with all relevant travel information requirements.
● Develop, update, and deliver quarterly training to new employees on travel standards.
● Identify and refer common issues to supervisor when appropriate.
● Develop and update a running FAQ list as policies and standards evolve.
● Review travel department’s processes on a regular basis and identify common problems; develop strategy for improvement in process not only for the travel department team, but also the project team and travelers.
Data Management
● Maintain and update database for all related travel forms required by both USG regulations and internal policy.
● Maintain accurate files on each traveler including all backup documentation for each trip.
● Create audit trail and document any abnormal travel situations with appropriate executive approvals properly filed.
● Ensure accurate travel data is being tracked through automated system for travelers and ensure any travelers outside of this system are entered properly.
● Update and maintain internal travel manual for use within department.
Policy and Regulation Support
● Develop and maintain working knowledge of commonly cited USG regulations.
● Work with executive management to develop company-wide travel policy.
● Advise project teams on both internal policy and regulations.
● Advise corporate oversight managers on policy, regulations and common practice when needed.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
● Minimum 3 years’ experience in logistical planning, event planning or other operational role with a preference for candidates with this experience in an internationally-focused organization.
● Excellent organizational skills.
● Demonstrated attention to detail, flexibility, resourcefulness, and creative problem-solving skills.
● Exceptional verbal, interpersonal, and written communication skills in English; high comfort level presenting complex travel plans in clear and concise manner.
● Ability to work independently as well as with all levels of management and staff.
● Reliable and trustworthy.
● Ability to relate and maintain calm in high stress situations.
● Ability to make independent decisions following standard policies and procedures.
● Ability to handle multiple tasks requiring a high degree of attention to detail with changing levels of priority.
● Diplomatic, with the ability to exercise proper discretion and judgement.
● Ability to balance appropriately between independent action and referring issues to supervisors.
● Advanced computer skills including Microsoft Word, Excel, Outlook, photo-editing software, basic html etc.
EDUCATION● Bachelor’s degree or equivalent experience.
OTHER
● Knowledge of USAID regulations is a plus.
● Prior employment working with visa procurement strongly desired.
● International work/travel experience strongly desired.
Only candidates who have been selected for an interview will be contacted. No phone calls, please.
MSI is an EEO/AA/ADA Veterans Employer.
To apply: Please visit our website, www.msiworldwide.com
Management Systems International
msiworldwide.com