Trips Coordinator Mid (Fo)

Company Overview

Vistant (formerly PM Consulting Group), recognized as one of the fastest growing companies across the country and the region by Inc. 5000, Financial Times, Washington Technology, and the Baltimore Business Journal, is a public-sector management consulting firm serving Federal International Development, Healthcare, and Social Services agencies.

Background

The U.S. Agency for International Development (USAID) Administrator provides overall direction to the Agency in its administration of the U.S. foreign economic assistance programs and the appropriations made available for such purposes under the Foreign Assistance Act of 1961, as amended. The USAID objective is to support partners to become self-reliant and capable of leading their own development journeys and make progress toward this by reducing the reach of conflict, preventing the spread of pandemic disease, and counteracting the drivers of violence, instability, transnational crime, and other security threats. USAID promotes American prosperity through investments that expand markets for U.S. exports; creates a level playing field for U.S. businesses; and supports more stable, resilient, and democratic societies. USAID stands with people when disaster strikes or crises emerge as the world leader in humanitarian assistance.

Scope of Work

The Trips Coordinator provides executive level support to the Administrator or Deputy Administrator on a variety of complex trip planning needs and logistical support for domestic and international travel. The incumbent serves as a liaison between the Office of the Administrator, the mission, and the relevant bureau and independent office as well as the interagency in developing trip agenda, making travel arrangements, processing security clearance verifications, formulating trip budgets, and providing travel policy and agency procedures for completing trip details. The Trips Coordinator will participate and lead trip planning meetings and document details of the trip from start to finish.

Duties and Responsibilities

1. Exercises political judgment and discretion to produce successful trips, liaises with field staff at missions and local groups to accomplish the goals of trip and adjusts the itineraries accordingly;

2. Assists in preparing trip planning meetings and travel advance spreadsheet;

3. Develops draft itinerary in coordination with the Front Office Scheduling team, bureaus an independent offices, and missions to organize logistics;

4. Maintains long- and short-term travel schedule, organizes and tracks logistical expenses for trip, and coordinates with senior level managers and bureau and independent office personnel in conducting all phases of trip planning;

5. Creates and amends authorizations, reconciles vouchers for all Front Office travelers and delegation members as necessary, and updates and prepares agendas;

6. Arranges ground transportation and accommodation reservations, initiates country clearances and facilitates required training for international travel;

7. Assists the Front Office Trips Team with ad-hoc administrative tasks in the trip planning process;

8. Coordinates in-country logistics with Missions abroad, U.S. Embassy personnel, and Regional Security Officers; and

9. Performs other duties as assigned.

Required Qualifications

1. Proficiency in the use of Google Applications, E2 Travel Management System, and the Microsoft Office Suite (Excel, PowerPoint, Word);

2. Knowledge of federal travel regulations and official travel policies;

3. Ability to work in a fast-paced environment with competing and shifting priorities;

4. Ability to handle multiple competing priorities at once in constantly changing

environments and remain calm under pressure;

5. Ability to work across teams and be a team player;

6. Ability to efficiently multitask and prioritize workload accordingly;

7. Ability to establish and maintain effective working relationships and interact with people at all management and support levels;

8. Demonstrated experience in scheduling for high level executives and coordinating multi-destination international and domestic trips;

9. Demonstrated skill in advancing and strategic planning for official travel which includes a delegation of high-level travelers; and

10. U.S. citizen eligible to obtain a secret level security clearance.

Education

Bachelor’s Degree is required or four (4) years of relevant experience.

Strong Skill Sets Needed

Planning and Forecasting

Collaboration and Teamwork

Organization and Multitasking

Oral and Written Communications

Confidentiality and Discretion

USAID Assumptions and Constraints

1. Support may be required outside of core hours.

2. Ability to telework will be based on office staffing requirements.

3. On-site work may be required.

4. Travel is not required.

Place of Performance

Ronald Reagan Building (RRB), Washington, D.C.

Telework/Remote Work policies are contingent upon client needs and staffing requirements and are subject to change.

Applicants selected may be subject to a background investigation and must meet suitability requirements for eligibility. Vistant participates in E-Verify

Vistant provides equal employment opportunities to all applicants and employees, without regard to race, color, ancestry, national origin, sex (including pregnancy, gender identity or expression), sexual orientation, marital status, religion, age, disability, genetic information, or veteran status.