fbpx Hiring Travel Assistant, FSN-07 - usaid
Posted by:USAID Philippineson November 25, 2019 2:22 pm
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Job Description

SOLICITATION NO. : USAID-2020-04

PIID# 72049220R10004

ISSUANCE DATE : 24 November 2019

CLOSING DATE / TIME : 06 December 2019 / 11:59PM

 

SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (CCN PSC) under Local Compensation Plan

I. GENERAL INFORMATION

1. SOLICITATION NO. : USAID-2020-04

2. ISSUANCE DATE : 24 November 2019

3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS : 06 December 2019 / 11:59PM

4. POSITION TITLE : Travel Assistant, FSN-07

5. MARKET VALUE : Php 506,511.00 – Php 785,092.00 basic salary p.a. equivalent to FSN-07 in accordance with AIDAR Appendix J and the Local Compensation Plan (LCP) of the U.S. Embassy Manila. The salary offer will be based on a combination of the candidate's salary history and of the U.S. Embassy Manila's LCP, and will be within the annual range listed above.

6. PLACE OF PERFORMANCE : The position is based in Manila, Philippines.

7. STATEMENT OF DUTIES :

The Travel Assistant is located in the Executive Office, USAID/Philippines. It is a position with combined responsibilities that are predominantly travel and with some procurement-related functions. The Travel Assistant reports directly to the Travel Assistant (Team Lead). S/He works with the Travel Assistant (Team Lead) in providing timely customer service for a full range of travel services for USAID/Philippines and its client USAID Offices. S/He performs procurement-related duties and is responsible for entering various procurement requests into the system, receiving and checking delivery of ordered commodities and making small and emergency-type purchases. S/He serves as the file custodian for Travel and Procurement Divisions. The Travel Assistant is expected to fulfill the following major duties and responsibilities, as elaborated below:

A. Travel Implementation (50%)

Assists the Travel Assistant (Team Lead) in the preparation of various Travel Authorizations (TAs): electronic TAs and Open Travel Authorizations (OA) for all official travels of USAID/Philippines employees; entitlement TAs for American employees and their eligible family dependents; and, paper TAs for invitational travel. Assists the travel arrangers in the preparation of TAs. Assists the Travel Assistant (Team Lead) in coordinating with the U.S. Department of State Travel Management Center (TMC) to ensure that flight reservations / bookings are consistent with the TA. Assists the Travel Assistant (Team Lead) in the review of credit card statements with invoices prior to submission for approval. Assists the Travel Assistant (Team Lead) in doing research for applicable United States Government (USG) travel regulations covered by the Foreign Affair Manual (FAM), Foreign Affairs Handbook (FAH), Automated Directive System (ADS), U.S. Department of State Standardized Regulations (DSSR), other Federal Travel Regulations (FTR), and USAID Agency policies to answer travel-related questions from USAID/Philippines staff. Interprets regulations and policies. Solves the majority of travel problems independently and refers complex ones to supervisor. Provides creative solutions to travel concerns while enforcing travel regulations and policies. Handles the enrolment to health and accident insurance coverage of all USAID/Philippines local employees on official overseas travel. Ensures each traveler’s medical clearance is valid and on file and that the necessary medical and insurance actions are arranged prior to the employee’s travel. Assists the Travel Assistant (Team Lead) in conducting travel-related training and briefing to USAID/Philippines employees. Provides input to USAID/Philippines Policies and Mission Orders related to travel.

B. Procurement (30%)

Enters various procurement requests into the Global Acquisition and Assistance System (GLAAS). This includes but not limited to commodities such as office supplies, IT equipment, office furniture, residential phones, vehicle parts and tools, and maintenance supplies. Receives and checks delivery of ordered commodities. Ensures that the correct number of items are delivered and received in good quality. Serves as one of the occasional money holders for funds not exceeding $500 for small and emergency-type purchases. Receives funds from the sub-cashier (or from the Class B Cashier) to make approved local purchases of goods and services not to exceed $500 equivalent per transaction. Liquidates cash advances by submitting the required receipts and documents in a timely manner. Receives all incoming documents for the Procurement Division such as procurement requisitions, action memos, delivery receipts, invoices and receiving reports. Forwards the documents to appropriate procurement staff for action. Maintains an up-to-date record of all approved requisitions. Keeps track of the status of each procurement request and provides updates to the Requesting Office.

C. Records Management (20%)

Travel - Maintains an organized filing system for all travel-related documents both in electronic and paper copy. Ensures availability of an updated record of USAID/Phillippines employees who are on travel status at any given time. Maintains an up-to-date record and/or database of travels per fiscal year, grouped according to types of travel, i.e. training, conference and seminar, Temporary Duty (TDY) entitlement, and invitational travel. Prepares and submits the annual Vital Records Report, annual File Disposition Plan and other reports as required. Maintains an up-to-date record of U.S. Direct Hire employees’ arrival, schedule for Home Leave and Rest and Recuperation, and end-of-tour dates. Serves as file custodian for the Travel Division.

Procurement - Maintains an organized filing system for all procurement related documents both in electronic and paper copy. Responsible for proper filing of all procurement documents, correspondence by storing the documents in the Agency Secure Image and Storage Tracking (ASIST) System in accordance with the regulations. Maintains an up-to-date record of international and local vendors with complete contact information, procurement references, source lists and General Services Administration catalogues. Ensures availability of an updated list at any given time. Prepares and submits the annual Vital Records Report, annual File Disposition Plan and other reports as required. Serves as the file custodian for the Procurement Division.

SUPERVISORY RELATIONSHIP: Receives supervision from the Travel Assistant (Team Lead). Receives instructions from the Procurement Supervisor for procurement-related duties. The incumbent is expected to perform routine duties independently. Supervision of other staff is not contemplated.

8. AREA OF CONSIDERATION: Open to all interested individuals who are Filipino citizens or non-Filipino citizens lawfully admitted for permanent residence in the Philippines, and who also have the required work permits. USAID/Philippines does not sponsor work permits.

9. POINT OF CONTACT: Human Resources Division via [email protected]


Qualification

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

a. Education – The minimum education requirement is: completion of secondary schooling and two or more years of post-secondary schooling in any academic discipline or field of study in Humanities, Social and Behavioral Sciences and Business Administration, equivalent to a US junior college or community college diploma, if education was acquired in the U.S. OR completion of a four-year college degree in any academic disciple or field of study in Humanities, Social and Behavioral Sciences and Business Administration, if education was acquired in the Philippines. Note: Additional education may NOT be substituted for Experience.

b. Prior Work Experience – A minimum of three years of work experience in travel related services. Note: Additional experience may NOT be substituted for Education

c. Language Proficiency / Communication Skills – Must have excellent communication skills in English and Tagalog, both in oral and written forms, in order to communicate effectively with USAID staff and external contacts at various levels.

d. Job Knowledge – Must have knowledge of travel arrangement, airline rules and regulations, and travel record keeping. Must have or the ability to quickly gain knowledge of U.S. Government Travel Regulations and USAID procurement regulations and processes.

e. Skills and Abilities – Good organization skills to be able to work independently and manage work according to priorities. Must be detailoriented in preparing, reviewing, and processing travel arrangements and procurement requests/documents. Excellent interpersonal skills to maintain good rapport with USAID/Philippines employees, U.S. Department of State Travel Management Center and with external contacts such as vendors. Incumbent must also be able to handle situations discreetly given the sensitivity of some circumstances. Must have proficiency in the use of various computer applications.

III. EVALUATION AND SELECTION FACTORS

1. Education (10%)

2. Prior Work Experience (20%)

3. Language Proficiency / Communication Skills (20%)

4. Job Knowledge (25%) 5. Skills and Abilities (25%)

Additional Notes:

- USAID reserves the right to reject any and all applicants;

- Only short-listed applicants will be notified.

- To be a competitive candidate, the applicant must meet the minimum requirement of each of the Evaluation and Selection Factors.

IV. HOW TO APPLY:

1. Interested applicants are required to submit an application letter and a comprehensive resume.

2. Applications must be received by December 06, 2019 / 11:59PM, and submitted via email to [email protected]

3. All applicants are requested to prominently indicate the following:

a. solicitation number (Solicitation No.: USAID-2020-04) in the subject line of their email submission;

b. source of the vacancy announcement (e.g. name of newspaper, website, social media)

V. BENEFITS/ALLOWANCES

The compensation package includes mid-year and year-end bonuses, health and life insurance, and a supplementary retirement plan.

Contact Employer

Address:
Annex 2 Building, U.S. Embassy, 1201 Roxas Boulevard, Ermita Manila Philippines
Company Web Site :
http://www.usaid.gov/philippines

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