Travel and Transportation Assistant

Peace corps Cameroon

Personal Service Contract

Job Description

Position: Travel and Transportation Assistant

Supervisor: Financial Specialist

Location: Yaoundé, Cameroon

Closing Date: July 05, 2019

Peace Corps – Cameroon has an opening for a Travel and Transportation Assistant. The incumbent will work in a fast-paced office. Applicants must have a demonstrated record as organized self-starters able to complete numerous tasks simultaneously and with minimum guidance. Applicants must be good team players and provide quality customer service at all times.

Basic Function of Position:

Under the supervision of the Financial Specialist, the Travel and Transportation Assistant is responsible for making in-country and international travel arrangements for all staff and Peace Corps Volunteers (PCVs), hotel reservations for all Peace Corps activities throughout Cameroon and in accordance with U.S. government rules and regulations. Liaise with customs and frontier police for formalities for PCVs and guests arriving in Cameroon.

S/He will have the following roles and responsibilities:

1. Prepares in a timely manner all travel authorizations (TAs) and per diem break down in accordance with Peace Corps regulations;
2. Maintains chronologically all TA files.
3. Obtains quotes and computes cost of air travel from each bidder and makes appropriate recommendations that ensure agency’s value for money.
4. Makes all local and international travel reservations for PCVs and staff and excess luggage, receives and distribute tickets, and ensures reimbursements for unused travel tickets.
5. Coordinates hotel accommodations and other lodging for incoming Temporary Duty personnel (TDY), based on their length of stay in Cameroon; when required, makes arrangements with Peace Corps General Services for vehicle support in advance of travel, and communicates this to the incoming TDY personnel.
6. Coordinates hotel accommodations for volunteers and counterparts travel throughout Cameroon for scheduled program activities, in conjunction with the Training Logistician, requests quotations and computes cost for lodging, meals, and conference facilities and makes recommendations to the Director of Management & Operations (DMO) and Financial Specialist.
7. Advises employees and ensures compliance with Peace Corps travel policies and entitlements in various scenarios including but not limited to: TDY travel, home leave, education travel, authorized travel routes, approved modes of travel.
8. Updates flight schedules and secures current lists of high and low season fares from the various travel agencies; and ensures accessibility to all staff.
9. Coordinates and checks required forms for accuracy and completeness before Volunteer’s departure and updates as required the information in Peace Corps’ database.
10. Requests and keeps track of PCVs’ domestic open-ended, one year plane tickets.
11. Assists other Peace Corps Offices for Cameroon Entry visas.
12. Performs other duties as assigned by the Country Director, Director of Management and Operations and Financial Specialist

TASKS CARRIED OUT DURING PEACE CORPS TRAINEES’ ARRIVAL

1. Coordinates activities assigned to PCV greeters
2. Plans and coordinates Peace Corps Trainees’ (PCT) arrival at the airport, follow-up on luggage and lost luggage with the General Services team and Training Logistician
3. Prepares documents and follows up with local authorities at the airport to prepare PCTs arrival in coordination with the Training Logistician
4. Makes hotel reservations for trainees and follows up on logistics with the Training Logistician
5. Negotiates and supervises PCTs lodging, meals, etc. during their stay in Yaounde in coordination with the Training Logistician
6. Collects trainees’ passports, photocopies and legalizes them for safe keeping.
7. Types and laminates trainees I.D. and their PCV ID cards.
8. Types names of trainees and pastes their photos for the training board at the training site.
9. Distributes trainees’ photos to various services in the Peace Corps office for their use.
10. Liaises with Training Manager to ensure that identification forms and other documents are properly filled out.

SAFETY AND SECURITY

SSI 110 Standard Security Requirements: Immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and Country Director. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.

Texting While Driving

• To the extent Contractor is allowed to operate a US government owned, leased, or rented vehicle (GOV) to perform their job duties, the Contractor must operate that vehicle safely at all times and only operate it for official business purposes as defined in 31 USC 1334.
• Contractor is encouraged to refrain from texting or from engaging in any behavior that distracts attention from driving safely at any time. Except in an emergency situation, Contractor shall not text message (i) when driving a GOV; (ii) when driving a privately-owned vehicle (POV) while on official government business; or (iii) while using electronic equipment supplied by the government while driving any vehicle (even during off-duty hours).

Travel outside of Country

• The Contractor is subject to worldwide availability and may be requested by the Peace Corps to be reassigned or transferred permanently to another Peace Corps Post/Headquarters or perform temporary duties (TDY) as required and to travel to other assignments within Peace Corps’ as assigned. Any such reassignment or transfer shall be subject to agreement of the Contractor. The Statement of Work as defined will remain the same; however the duties may be subject to change as determined by the Contracting Officer.

REQUIRED QUALIFICATIONS

Education: Higher National Diploma (HND) minimum. Previous experience in Travel and Tourism or in a relevant field of study preferred. Proven quality of and requisite number of years of relevant work experience will be considered in lieu of education.

Prior Work Experience:

• At least five years of progressive experience in the field of travel logistics and office management
• Good working knowledge in an international organization or similar systems is preferred

Language Proficiency: Written and oral fluency in English or French and working knowledge, at the minimum of either language.

Knowledge, Skills, and Attitudes:

• Organizational skills, attention to detail and presentation
• Ability to multitask and prioritize
• Demonstrated knowledge of regulations pertaining to travel and travel related subjects;
• Demonstrated knowledge of the local travel industry, customs, and frontier police procedures.
• Proficiency in use of Microsoft office programs: MS word, Excel, etc.
• Demonstrated experience of cross cultural communication skills is highly desired.
• Ability to work as a team and independently and proactively.
• Ability to work a regular Monday through Friday schedule with impromptu, after-hours, weekend assignments when necessary.

HOW TO APPY:

Interested applicants must apply by sending the following;

1. Cover letter
2. A resume
3. Salary history
4. List of 3 professional references (this must contain the name, job title, phone number and email address)

The above listed documents should be in MS WORD OR PDF and should be submitted to  Indicate “Travel and Transportation Assistant” in the subject line.

No telephone calls or personal visits.

All documents, including your telephone number must be received by July 05, 2019. Only candidates selected for an interview will be contacted.