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STATEMENT OF WORK Travel and Administrative Support Specialist
1. BASIC FUNCTION The Travel & Administrative Support Specialist is the primary position at Peace Corps/ Mozambique responsible for all Volunteer and Staff travel arrangements and interface with travel service providers. The position will also provide assistance to the Financial Management Specialist in managing all aspects of hotel and conference contracts, invoices, etc. 2. MAJOR DUTIES AND RESPONSIBILITIES -- Travel Specialist Functions: 1. Arrange all domestic and international airline travel and hotel reservations for Peace Corps staff and Volunteers on official business in accordance with instructions from Senior Staff members. 2. Create new and maintain existing relationships with local Maputo-based hotels and travel agencies, as well as hotels in the provincial capitals to formalize linkages and agreements for PCV & Staff accommodation including those for used for conferences and Safety consolidation purposes. 3. Create new and maintain existing relationships with local and South African travel agencies in order to acquire competitive pricing for international airline tickets, including LAM. Monitor internet pricing to ensure competitive prices for PC tickets. 4. Verify corresponding travel-related vendor Invoices for airfare & hotel accommodations for accuracy against tickets issued & hotel bookings made. Compile travel agent invoices to facilitate consolidated payments of multiple invoices. Track all invoices paid and communicating regularly with Vendors on outstanding payment issues and services provided. 5. Design a formal system to reserve and track hotel accommodations in Maputo and provincial capitals for PCV medical and non-medical travel. 6. Responsible for all conference logistics involved during Peace Corps Mozambique official events and conferences such as reservations, preparation of detailed per diem and transportation spreadsheets and submitting them for payment in a timely manner. 7. Obtain quotations from conference venues and after selection prepares service provider contracts for all Peace Corps Mozambique Conferences and official events. 8. Build and maintain vendor relationships with conference venues throughout the country.
9. Develop and implement a system for after hours or emergency airline ticket procurement. 10. Communicate with PCVs proactively re: official travel needs and staying responsive on the general firstname.lastname@example.org email. 11. Arrange for the prompt reimbursement of cancelled or unused airline tickets. 12. Collaborate with different members of the Peace Corps Staff to provide airline ticket information and any issues with official or conference travel. 13. Provide logistical assistance for office-related, events, conferences and seminars. 14. Non-official translations from English to Portuguese and occasionally Portuguese to English as may become necessary in the above mentioned duties Administrative Support Functions 1. Develop and issue advertisements for new PSC positions that are identified by Post Management. 2. Manage the review and selection process to fill new PSC positions. 3. Provide interface with SSC and with RSO at the US Embassy to verify the processing of necessary security clearances for new PSC contracts. 4. Maintain the PSC & Lease Checklists to make sure all information is on file. 5. Support the human resources section with administrative support as needed. Other Duties: Other duties as assigned, which can also include photocopying, assisting with office organization and management and back-up Receptionist. Some travel may be required. 3. SUPERVISION Reports to the Financial Management Specialist 4. BASIC QUALIFICATIONS: • Good interpersonal skills • Computer Skills and knowledge of MS Word and Excel • Ability to negotiate with others and possess self initiative • Previous Work Experience with making travel arrangements • Ability to communicate (written & oral) in English 5. IDEAL CANDIDATES: • Would have previously worked for a travel agency • Possess some financial experience Please submit all CVs with cover letter, in English, to email@example.com by February 25, 2011 by 17:30 pm. Any CVs submitted after this date & time will not be considered.