The Ugandan Jobline

Job Title:   Travel Assistant

Organisation: United States US Embassy, US Mission in Uganda

Duty Station:  Kampala, Uganda

Salary: UGX 53,979,054 /Per Year

Announcement Number: Kampala-2024-047

About the Company:

The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years.  Ambassador Natalie E. Brown currently heads the U.S Mission to Uganda.  The Mission is composed of several offices and organizations all working under the auspices of the Embassy and at the direction of the Ambassador.

Among the offices operating under the U.S Mission to Uganda are:

• United States Agency for International Development (USAID)
• Centers for Disease Control (CDC)
• Peace Corps

Job Summary:  Assists travelers making travel arrangements to include making recommendations, consistent with all travel regulations and post guidance, about travel routes, lodging options, per diem allowances, mixed transport options, etc. Advises USG direct hire staff about their travel related entitlements and ensures that their travel authorizations conform to the regulations. Coordinates with the Travel Agent/Contractor and Customs & Shipping staff to ensure that travel related permissions/formalities (visas, medical, time, etc.) are adhered to. Works with Travel Agent/Contractor to ensure that tickets are issued for properly approved travel authorizations. Maintains recordkeeping to support validation and research needs, with a focus on softcopy recordkeeping wherever possible. Working with relevant Management Section staff, maintains appropriate contacts with travel vendors. Coordinates with relevant staff to ensure that the travel needs of Mission visitors (including 100s of VIPs per year) are appropriately serviced.

Key Duties and Responsibilities:

Travel Policy & Authorization Support 70%

• Prepares travel authorizations and vouchers in E2 solutions for selected US Mission employees and certain types of travel.
• Maintains appropriate contacts with travel vendors.
• Coordinates with relevant staff to ensure that the travel needs of Mission visitors (including 100s of VIPs per year) are appropriately serviced.
• Coordinates with the Travel Agent/Contractor to ensure travel related permissions/formalities are adhered to.
• Works with the contract Travel Agent/Contractor to ensure that tickets are issued in a timely manner.
• Maintains record keeping, with a focus on soft copy record keeping wherever possible.
• Prepare periodic ICASS workload counts reports for management.

Traveler/Visitor Support 30%

• Makes hotel and other travel-related reservations for official travelers traveling in Uganda.
• Makes necessary hotel and travel arrangements for VIP visits which include SecState, Codels, Staffdels, State Department and other agency principals.
• Maintains all visa application forms for all countries that have diplomatic presence in Uganda and prepares correspondences as required in connection with official travel.
• Provides guidance and information to travelers on Visa related queries.
• Coordinates with expeditors to ensure visitors’ expediting requests are processed appropriately.
• Obtain written documentation from local hotels on agreed upon rates for the Mission.
• Arrange land and air transportation for official travel by preparing GTRs, TAs, obtaining tickets and preparing traveler itineraries and any other duties as assigned.

Qualifications, Skills and Experience:

Education Requirements:

• Completion of two years of general college studies is required.

Experience:

• Three years of experience in travel reservation, event coordination, accounting, or voucher examining is required.
• Language: English (fluent written, spoken and reading).

Job Knowledge:

• Practical knowledge of general accounting principles and excellent customer service.
• Excellent knowledge of travel sector issues inside Uganda and internationally is very important to being an effective Senior Travel Assistant.

Skills and Abilities:

Must have the ability to:

• Interact with tact and diplomacy with all levels of Mission personnel
• Articulate complex issues both orally and in writing
• Interpret and apply technical regulations
• Work in a pressurized environment
• Meet deadlines
• Competently navigate around MS Word, MS Excel and MS Access
• Work independently on routine matters

How to Apply:

All those interested in working with the United States Embassy, US Mission in Kampala should send their applications online at the link below.

Click Here

Deadline: 6th September 2024

For more of the latest jobs, please visit https://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

Related Jobs