Travel Associate, Arlington, VA

Management Systems International (MSI) - Arlington, VA (30+ days ago)

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Travel Associate, Arlington, VA

Company Profile:
MSI, a Tetra Tech Company, is a Washington, D.C. 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, peace and stability, governance and anti-corruption. MSI has implemented projects in 90 countries around the world such as Jordan, Kenya, Indonesia, Syria, Pakistan, Afghanistan, Ukraine, Colombia and Mexico. As one of the leading companies in our field, MSI has partnered with organizations across all sectors of international development to support clients ranging from large bilateral and multilateral donors such as USAID, the World Bank and the United Nations Development Program to national and local governments, nongovernmental organizations (NGOs), think tanks, foundations and universities. For more information on MSI, please visit our website at www.msiworldwide.com.

**Please note: U.S. work authorization is required for this position.**

Position Summary:

MSI is currently seeking a Travel Associate that will be an integral part of the Travel Department. The Associate is responsible for logistical planning, financial accountability, training, and other operational functions. The successful candidate will also support the Global Security Manager in some safety and security measures along with their regular duties. This position reports to the Travel Manager and will be located in Arlington, VA.

Department Summary:

MSI’s Travel Department is responsible for all project, corporate, and business development travel. This team works with the Global Security Manager and other corporate staff to develop practices, policies and tools utilized across the company.

**Please note: U.S. work authorization is required for this position.**

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.
  • 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.
  • Prepare third party work order forms to support visa applications.
  • 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.).
  • Take a lead role in coordinating all travel logistics as a backup to the travel manager.

Financial

  • Submit travel advances as needed to accounting department.
  • Provide travel records to accounting department for billing of trip related costs.
  • Assist with the reconciliation of multiple accounts.

Coordination of Traveler and Project Team Support

  • Maintain and update travel department files and collections with relevant policy and practice information.
  • Update resources sites and shared drives with all relevant travel information requirements.
  • Identify and refer common issues to supervisor when appropriate.
  • Support the review of Travel Team processes on a regular basis and identify common problems; Suggest strategies for improvement in processes not only for the travel department team, but also the project team and travelers.

Data Management and Reporting

  • Maintain and update database for all related travel forms required by both USG regulations and internal policy.
  • Compile and maintain a weekly travel report of all MSI employees on work travel
  • 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.
  • Maintain internal travel manual with guidance from Senior team member for use within department

Policy and Regulation Support

  • Develop and maintain working knowledge of commonly cited USG regulations.
  • Advise project teams on both internal policy and regulations

Safety and security

  • Support the development of safety and security manuals, contact info and training
  • Provide support as Crisis Management Team member in emergency situations. Support the Travel Manager in ensuring travelers are sent the appropriate security, logistics, and risk information prior to departure

Qualifications:

  • Bachelor’s degree
  • Minimum of 2 years of relevant/direct 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 decision 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, etc

Other:

  • International work/travel experience strongly desired.
  • Knowledge of USAID regulations is a plus.
  • Prior employment working with visa procurement 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: Applications will only be accepted through our website and the link below. Emails or walk ins will not be included in the applicant pool. https://chu.tbe.taleo.net/chu04/ats/careers/v2/viewRequisition?org=MSI&cws=51&rid=7070

Job Type: Full-time

Experience:

  • logistics, travel: 2 years (Required)

Education:

  • Bachelor's (Required)

Location:

  • Arlington, VA (Required)

Work authorization:

  • United States (Required)

Work Location:

  • One location

Benefits:

  • Health insurance
  • Dental insurance
  • Vision insurance
  • Retirement plan
  • Paid time off
  • Tuition reimbursement

Schedule:

  • Monday to Friday