Summary

The Administrative Assistant (Travel and Transportation Specialist) supports the U.S. Agency for International Development’s (USAID) Travel & Transportation (TTD) office.

Responsibilities

• Provide support and assist with the USAID travel program supporting Agency travelers on international travel, passport, and visa requirements.
• Monitor the Travel and Transportation inbox and send inquiries and requests to the appropriate personnel.
• Serve as subject matter expert for the USAID passport and visa program.
• Responsible for staying abreast of guidance and updates as it pertains to international travel.
• Work with the staff of foreign embassies ensuring all requirements are met to obtain a visa.
• Work directly with all employees to facilitate passport and visa requirements prior to traveling
• Work with the Special Issuance Agency (SIA) ensuring all requirements are met to obtain an official/diplomatic passport.
• Quality controls passport applications to ensure accuracy prior to submitting to the Special Issuance Agency (SIA).
• Quality controls visa applications to ensure accuracy prior to submitting to the Embassy.
• Responsible for confirming appointments, taking passport/visa photos, accepting applications, completing visa requests.
• Manage a database to track and visa passport information.
• Develop proficiency in preparing documents for actions in the E2 travel system
• Responsible for delivering and retrieving visa and passport applications and logging them into a tracking system.
• Responsible for delivering passports and visas to the traveler.
• Serving as the primary POC for the Travel and Transportation Division help desk.
• Liaise with various offices, including the Department of State, General Services Administration, and other federal government agencies as required.
• Maintain electronic and hard copy files and systems in compliance with USG, Agency, and office standards.
• Provide administrative support duties including scanning, copying, filing, and other administrative support (making sure clearances and mandatory trainings are all completed and up to date) as needed.
• Maintain any communications materials that may be needed such as a newsletter or training materials.
• Deliver passport and visa documents to the Department of State Special Issuance Agency and various embassies.
• Contributes proactively as part of a team.
• Other duties as assigned

Qualifications

• Ability to obtain and maintain USAID Facilities Access
• Experience as an intern, support contractor, government staff, or industry staff
• Experience with Microsoft Office and Google Suite of productivity tools
• Experience with travel-related systems
• Experience working in a travel, transportation, or passport role
• Experience working in a team environment
• Experience completing individual tasks effectively
• Minimum 2+ years of relevant experience
• US Citizenship
• This position is not eligible for remote work.
• Occasional telework may be allowed as the workload permits.
• Must possess a valid driver’s license.
• Background check required
• The position requires a COVID vaccination or an approved accommodation/exemption for a disability/medical condition or religious beliefs

Knowledge, Skills, and Abilities:

Successful candidates must be reliable, highly organized, motivated, and able to excel in a deadline-oriented work environment. S/he will have:

• Excellent communication skills, both written and oral. Must communicate with clients, team members, and other stakeholders throughout the travel and transportation process.
• Demonstrates strong attention to detail.

\#Chenega Worldwide Support, LLC

Chenega Corporation and family of companies is an EOE.

Equal Opportunity Employer/Veterans/Disabled

Native preference under PL 93-638.

We participate in the E-Verify Employment Verification Program