Full-Time TRAVEL SPECIALIST /ADMINISTRATIVE ASSISTANT
Job Description
VACANCY ANNOUNCEMENT (LONG-TERM PSC)
TRAVEL SPECIALIST/ADMINISTRATIVE ASSISTANT
Peace Corps Vanuatu wishes to recruit a qualified and motivated candidate for the full-time position of a Travel Specialist/Administrative Assistant under the supervision of the Deputy Director of Management and Operations (DDMO).
The Travel Specialist/Administrative Assistant will:
- Prepare in-country travel arrangements for up to 60 Trainees, Volunteers, and staff and serves as primary coordinator for all staff and Volunteer international travel.
- Calculates estimates of per diem and other expenses to prepare Travel Authorizations. Obligates Travel Authorizations in Peace Corps financial system, amends them preparing decreases and increases based on programmed trips.
- Coordinates all hotel bookings and prepares required lodging documentation.
- Responds to Volunteers’ inquiries regarding travel policies and procedures.
- Establishes and maintains positive relationships with hotels, vendors, and accommodation providers in the country.
- Produces documentation requesting discounts from travel vendors. Establishes and maintains positive relationships with airlines and travel agents.
- Prepares obligating documents such as Purchase Orders, for all travel and lodgings and presents to Director of Management and Operations and Country Director for approval.
- Prepares liquidating documents, such as Payment Vouchers and Receiving Reports for all lodgings and travel and presents to Director of Management and Operations and Country Director for approval.
- Acts as visa point of contact for incoming new groups of Peace Corps Trainees (PCTs) regarding Special Category visa application request to Foreign Affairs (FA) and the Government of Vanuatu’s Immigration. Produces documentation requesting Special Category visa approval for Peace Corps Trainees/Volunteers ‘volunteer service in-country.
- Performs vendor and other payments as an occasional money holder [reference OFMH 13.18.3 “PSCs Serving as Occasional Money Holders”].
- Assists Programming Unit with Site Identification Process.
- Be required to work from Monday-Friday (8AM-5PM) and may have to work evenings, weekends and/ or public holidays during Pre-Service/ In-service Trainings or other events; and/ or when there is an emergency.
Required Qualifications:
Applicants for this position must demonstrate the following capabilities:
- Education: A diploma is required. A bachelor’s degree is preferred. An additional three years of related experience required.
- Prior Work Experience: In addition to the above, must have had five years of progressively responsible administrative experience, preferably in positions with strong customer service elements serving cross-cultural clientele.
- Language Proficiency: Level III English ability is required (advanced level of English required), and Bislama both written and oral.
- Abilities and Skills: Experience in fiscal, procurement, travel, and related administrative services and operations. Must have the ability to interpret complex administrative regulations. Maintain good working relationships with Peace Corps staff (American, Ni Vanuatu, Third Country Nationals) and Trainees/Volunteers.Excellent interpersonal and communication skills to engage effectively with diverse stakeholders. Must have basic Microsoft computer skills: Word and Excel.
- Have a valid driver’s license.
- Must be able to successfully pass a background check with the U.S. Embassy’s Regional Security Officer (RSO).
Desired Qualifications:
- Prior experience in travel and administration
- General knowledge of logistics and streamlining processes
- Polite manners, professionalism and sense of discretion under all circumstances
Candidates can obtain the full Statement of Work at the Peace Corps office or by emailing vu-
[email protected].
Position Elements:
- Supervision Received: This position is under the general supervision of the Deputy Director of Management and Operations (DDMO) and in her/his absence by the DMO or Country Director.
- Available Guidelines: The TS/AA must follow policies and procedures as outlined in core operating manuals such as Peace Corps Manual (MS), Overseas Financial Management Handbook (OFMH), and Foreign Affairs Manual (FAM).
- Exercise of Judgment: The TS/AA must resolve simple logistical and administrative problems with sound judgement; he/she/they must utilize available guidelines for most matters.
- Nature, Level, and Purpose of Contacts: TS/AA has regular contact with staff, Volunteers, Peace Corps Headquarters, local service providers, vendors, and the community at large. These contacts are used to achieve the duties of TS/AA including procurement, acquisitions, travel logistics, and other duties as assigned.
- Time required to Perform Full Range of Duties after entry into the Position: One year.
How to Apply
Candidates interested in the position should submit: 1) One page Cover Letter addressing interest in the role, 2) Curriculum Vitae/Resume , and 3) Valid Driver’s License or indication of completion date. To be considered for the position, you should clearly address the Required
Qualifications in your cover letter and resume.
Acceptable methods of submission include:
- Email: [email protected]
- Please write in the subject line of the email: { Last Name, First Name, Travel Specialist }
- Attached documents should be in PDF format
Applications must be received no later than 4:30 p.m. 6th October 2024 . Only short-listed applicants will be contacted.
The United States Government does not discriminate in employment on the basis of race, colour, religion, sex, national origin, political affiliation, sexual orientation, marital status, disability, age, membership in an employee organization, or other non-merit factor.
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