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Administrative Support/Travel Management Specialist Washington, DC (ID#13191)

The purpose of this task order is to provide contractor personnel support services to assist the Financial Management Division (FMD), A/EX/FMD, and the Procurement Services Branch (PS) of A/EX/PAS/PS. FMD provides support to the Bureau of Administration (A Bureau) and to the Information Resource Management Bureau (IRM). PS is located in the A Bureau as well and it is responsible for providing procurement support to the A Bureau and to IRM. Contractor support for A/EX/FMD will support the Travel Team and provide budgetary and financial support services. For the A Bureau, FMD is responsible for formulating, presenting, auditing and executing the budget, performing both inter- and intra- bureau liaisons and counseling activities in connection with budget functions. For both the A and IRM Bureaus, FMD is responsible for managing the travel program, administering E2 Solutions, coordinating the issuance of overseas visas and diplomatic passports, and coordinating travel authorization and the travel voucher processes. The contractor support personnel provided to A/EX/PAS/PS will assist PS in procurement related actions. PS is responsible for support of the procurement portfolio and management of the credit card program for A Bureau. PS manages and responds to general service requests, including work orders, badging, copiers, data service requests, and parking. In addition, PS manages inventory and assets, attends to Visitor Authorization Requests (VAR), and conducts Contracting Officer Representative (COR) audits and assessment visits.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Ensures that travel documents comply with Federal Travel Regulations (FTR), State Department travel regulations (FAM/FAH) and guidance, and Bureau policies and procedures.

• Provides assistance with E2 Solutions software travel authorization and voucher creation, administrative duties, routing, and reports. Performs these duties for A Bureau and IRM Bureau. Processes urgent travel requests upon receipt. Provides traveler a copy of final authorization and provides guidance on ticketing and voucher submission. Troubleshoots and reports issues to the Travel Team Lead.

• Provides completed actions or interim responses to requests within one business day, stating the expected timeframe for a complete reply; provides a final response based on relevant laws and regulations within  the stated timeframe. Utilizes Travel Mailbox in accordance with established procedures. Provides backup to the other team members and actively contributes to the accomplishment of organizational/team goals and work priorities. Shares information freely across levels/functions.

• Demonstrates initiative, effort and commitment toward completing assignments in a timely manner.

• Provides backup responsibility to respond to requests for passport and visa memos according to established procedures.

• Complete or assist with special projects as assigned by FMD Chief within specified deadline.

EDUCATON AND EXPERIENCE

• Experience in the use of E2 Solutions and knowledgeable of FTR, State Department travel regulations (FAM/FAH) and guidance, and Bureau policies and procedures is preferable

• Consistent and strong interpersonal skills

• Ability to be able to multi-task and be able to handle a number of customer issues

• Excellent command of Excel and word processing

• A quick learner of software programs • Strong oral and written communication skills

WORK ENVIRONMENT

 Controlled climate office environment.

 

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We are an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity and sexual orientation. If you’d like more information about your EEO rights as an applicant under the law, please copy and paste the links to the following two sites: EEO Statement  | EEO Poster

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