Management Systems International
Arlington, VA, United States
MSI’s Travel Department is responsible for all project, corporate, and business development travel. This team works with the Global Security Manager and other corporate staff to develop practices, policies and tools utilized across the company.
The Travel Manager position is responsible for logistical planning, financial accountability, training, some safety and security, and other operational functions.
This position reports to the Global Security Manager and supervises a Travel Associate.
**Please note: U.S. work authorization is required for this position.**
Coordinate pre-departure, travel, and transit logistics for all travelers.
Ensure travel is compliant with relevant contract regulations (USAID, World Bank etc.).
Assist on an on-call & after-hours basis. Includes working remotely on weekends as needed.
Provide assistance to travelers and project teams in the event of flight cancelations or
re-bookings when necessary.
Research visa requirements for travelers, entry restrictions and other relevant travel concerns.
Assist project teams in obtaining required visas for travel.
Arrange for timely shipment of documents for travel.
Monitor travel and intelligence provider alerts and develop solutions to near-term issues potentially affecting travel (i.e. inclement weather, organized strikes, global events, etc.).
Reconcile multiple accounts monthly including credit card, petty cash, airfare, hotel and visa expenses.
Process travel advances as needed working with accounting department.
Provide travel records to accounting department for billing of trip related costs.
Coordination of Traveler and Project Team Support
Maintain and update travel department shared drive with relevant policy and practice information.
Develop, update, and deliver quarterly training to new employees on travel standards.
Review travel department’s processes on a regular basis and identify common problems; develop strategy for improvement in process not only for the travel department team, but also the project team and travelers.
Maintain and update database for all related travel forms required by both USG regulations and internal policy.
Maintain accurate files on each traveler including all backup documentation for each trip.
Create audit trail and document any abnormal travel situations with appropriate executive approvals properly filed.
Ensure accurate travel data is being tracked through automated system for travelers and ensure any travelers outside of this system are entered properly.
Update and maintain internal travel manual for use within department.
Policy and Regulation Support
Develop and maintain working knowledge of commonly cited USG regulations.
Work with executive management to develop company-wide travel policy.
Advise project teams on both internal policy and regulations
Advise Directors of Operations on policy, regulations and common practice when needed.
Safety and Security Support
Provide Support to the Global Security Manager as needed.
Provide onboarding training to new hires on safety and security.
Review the contact lists weekly and track deficiencies.
Provide support as Crisis Management Team member in emergency situations.
Bachelor’s degree and a minimum of 3 years of relevant/direct experience in logistical planning, event planning or other operational role with a preference for candidates with this experience in an internationally-focused organization.
Demonstrated attention to detail, flexibility, reliability, resourcefulness, and creative problem-solving skills.
Exceptional ability to work independently as well as with all levels of management and staff.
Ability to relate and maintain calm in high stress situations.
Demonstrated ability to make independent decisions following standard policies and procedures.
Ability to handle multiple tasks requiring a high degree of attention to detail with changing levels of priority.
Diplomatic, with the ability to exercise proper discretion and judgement.
Ability to balance appropriately between independent action and referring issues to supervisors.
Advanced computer skills including Microsoft Word, Excel, Outlook, photo-editing software, basic html etc.
International work/travel experience strongly desired.
Knowledge of USAID regulations is a plus.
Prior employment working with visa procurement strongly desired.
Only candidates who have been selected for an interview will be contacted. No phone calls, please.
MSI is an EEO/AA/ADA Veterans Employer.
Management Systems International
Website : http://www.msiworldwide.com