Travel Assistant

Огляд

The USAID Mission to Ukraine (the Mission) is responsible for the development, implementation and oversight of USAID-funded programs operating throughout Ukraine. The Mission provides assistance to promote Ukraine’s transition to a democratic, prosperous, stable, healthy country united in its European aspirations.

The Travel Assistant position is located in the Executive Office of the USAID/Ukraine Mission. Under the direct supervision of the Supervisory Management Specialist (Deputy EXO), the incumbent serves as a second travel assistant providing a variety of support duties to EXO team members and other offices’ personnel. Position shares the workload with the Travel Assistant and completes Travel Authorizations (TAs) drafting and processing in a fully independent manner.

 

Обов'язки

1. Travel Support (50%)

• arrangement of official travel for all staff categories at USAID/Ukraine Mission, including preparation and processing of Travel Authorizations (TAs)
• creation of PCS TAs for incoming and outgoing staff, assistance to overseas missions with Transfer TAs as needed
• response to routine inquiries on travel policy/regulations and e-Travel/E2 issues
• advising staff on travel-related entitlements and post travel policy, ensuring TAs conform to agency regulations
• provision of E2 Solution functional and technical support, including reactivation of accounts, login assistance, user profile updates, routing template modifications, addition/removal of arrangers, and facilitation of account creation/transfers

2. Logistics Support (25%)

• support as the second point of contact for logistics, assisting with Mission staff movement within and outside Ukraine
• maintenance of train manifests, accountability reports, and trackers to ensure accurate processing of movement requests, permits, TDYs, and other travel approvals
• liaison with the Embassy GSO and RSO offices to stay updated on process changes
• creation of standard travel documents in accordance with current policy and posture
• provision of detailed instructions on Post-specific travel conditions, restrictions, and protocols
• generation of reports and updates to multiple trackers (vacation, whereabouts, etc.) to maintain accountability and accuracy

3. Administrative Support (25%)

• administrative assistance to the EXO Office, ensuring full range of clerical and organizational support
• management of the Office Director’s calendar, reception of visitors and calls, provision of non-technical information as per guidelines
• arrangement of appointments and meetings, including conference room scheduling, participant notifications, and preparation of background materials
• coordination of logistical arrangements for visiting officials
• note-taking during meetings and follow-up to ensure completion of commitments
• tracking, receiving, reviewing, and controlling incoming and outgoing correspondence, ensuring timely distribution and follow-up on actionable items
• drafting routine correspondence for organization staff signatures, typing and proofreading USAID correspondence to ensure proper format and compliance with Mission style requirements
• establishment and maintenance of files and records in coordination with EXO/C&R
• communication with counterparts at the US Embassy, international organizations, host-government officials, and third-country nationals
• occasional translation of non-technical articles, letters, and memoranda between English and Ukrainian
• upkeep of key databases, including GLAAS, ASIST, ILMS, MyServices, and others, ensuring timely and accurate data entry, file uploads, and issue flagging for stakeholders
• back-up and support for EXO staff in completing Time and Attendance reporting in GovTA, including sending reminders, monitoring submission progress, and troubleshooting upon staff request
• communication with the senior timekeeper to implement policy updates and meet reporting requirements
• extraction of ad hoc reports and queries from the GovTA system upon EXO requests

Вимоги

• Education: completion of a minimum of 2 years of College or University studies in business administration, public administration, or a field related to administrative management
• Work Experience: a minimum of 2 years of administrative experience
• Language Proficiency: Level IV (fluent) oral and written English and Ukrainian language capability

Умови

• full-time position (40 hours)
• work in Kyiv, Ukraine
• 5-year Period of Performance with possibility extension
• market value: Basic Annual Rate (in U.S. Dollars): $22,697 - $29,508
• benefits:
  • health and life insurance coverage: provided under the Compensation Plan
  • Defined Contribution Plan: upon separation, a lump sum benefit equal to 12% of the basic salary earned for the duration worked under the appointment
• allowances (as applicable):
  • meal allowances: annual amount is $853 for employees working on a full-time basis
  • family allowances: the mission provides a child allowance. Grants amounts are subject to change as determined by the Ukrainian State Budget Law
  • unique conditions of work allowances/benefits: 10% of Basic Rate. Additional information may be provided to the selected offer or at the time of the salary offer
• taxes: apply and are deductible as per the Ukrainian government regulations