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Travel Coordinator – Recruitment, Hiring, and Administration of Personal Services Contractors (RHAPSC)

Washington D.C.

XLA is looking to grow and add new talent to our team. 

Location: Washington, D.C. (with potential for telework and international travel)

Reports To: Project Director, USAID Bureau for Humanitarian Assistance (BHA)

Position Type: Personal Services Contract (PSC)

 

Job Overview:

The Travel Coordinator will be responsible for organizing and managing all travel arrangements for personal services contractors (PSCs) and project staff under the RHAPSC project. This role includes booking domestic and international travel, coordinating accommodations, ensuring travel policy compliance, and providing support for routine and emergency travel needs. The Travel Coordinator will also work closely with USAID’s travel office and other federal agencies to ensure compliance with the Federal Travel Regulation (FTR) and USAID-specific guidelines.

 

Key Responsibilities:

Travel Coordination:

- Arrange domestic and international travel for PSCs and project staff, including flights, accommodations, and ground transportation, ensuring compliance with USAID and federal travel policies.

- Process travel requests in a timely manner, coordinating with travelers to confirm itineraries, preferred travel arrangements, and any special travel needs.

- Manage the travel booking system and ensure all travel requests are approved, documented, and tracked in accordance with USAID travel procedures.

- Monitor and respond to travel-related inquiries and issues from PSCs and project staff, providing excellent customer service and troubleshooting travel-related problems as they arise.

 

Travel Documentation and Compliance:

- Ensure compliance with the Federal Travel Regulation (FTR) and USAID-specific travel policies, including travel cost management, per diem rates, and other allowances.

- Prepare and maintain travel documentation, including travel authorizations, expense reports, itineraries, and other necessary records.

- Track travel budgets, monitor expenses, and ensure that all travel-related financial documentation is accurate and submitted in a timely manner.

- Coordinate with USAID’s travel office to ensure that all travelers meet security, medical, and visa requirements before departure.

 

Emergency Travel and Support:

- Coordinate emergency travel for PSCs and project staff, ensuring that transportation and accommodations are arranged efficiently during crisis situations.

- Assist travelers with urgent changes to itineraries, such as flight cancellations, rebookings, or travel plan modifications.

- Maintain a 24/7 availability schedule to address any urgent travel needs or emergency situations involving travelers in high-risk environments.

 

Vendor and Relationship Management:

- Liaise with travel agencies, airlines, hotels, and other vendors to negotiate favorable rates and terms for project-related travel.

- Manage relationships with travel service providers, ensuring timely and cost-effective service delivery.

- Resolve any issues with service providers, such as billing discrepancies, travel delays, or service quality concerns.

 

Reporting and Record Keeping:

- Maintain detailed records of all travel arrangements, including costs, itineraries, receipts, and expense reports.

- Provide regular reports to project management on travel-related expenses, budget status, and policy compliance.

- Assist with the preparation of travel audits and ensure all documentation is readily available for review.

 

Required Qualifications:

- **Education**: Bachelor’s degree in Business Administration, Travel Management, Hospitality, or a related field.

- **Experience**: Minimum of 3 years of experience in travel coordination, preferably within a U.S. Government-funded program or international development environment.

- **Technical Expertise**: Strong understanding of federal travel regulations (FTR), travel booking systems, and USAID travel policies.

- **Organizational Skills**: Proven ability to manage multiple travel arrangements simultaneously while maintaining high attention to detail and accuracy.

- **Communication Skills**: Excellent verbal and written communication skills, with the ability to interact professionally with travelers, vendors, and federal agencies.

 

Preferred Qualifications:

- Experience coordinating travel for USAID or other U.S. Government programs.

- Familiarity with international travel procedures, including visa and medical clearance requirements.

- Experience managing travel in high-risk or crisis environments.

 

 

EEO Statement

XLA is committed to the full inclusion of all qualified individuals and is an equal opportunity employer committed to supporting equality and integrity in the workplace, professional development and education, and an entrepreneurial atmosphere. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.  As part of this commitment, XLA will ensure that persons with disabilities are provided reasonable accommodations in the hiring process. We encourage qualified individuals with disabilities to apply. If a reasonable accommodation is needed to participate in the job application or interview process or to perform essential job functions, please contact our HR team by phone at 703-584-8317 or via email at humanresources@xla.com. For persons who are deaf, hard of hearing, deafblind, or deaf-disabled, XLA will provide an American Sign Language (ASL) interpreter where needed as a reasonable accommodation for the hiring processes.

 

We are proud to be an EEO/AA/M/F/VET/DISABILITY EMPLOYER.

All qualified applicants will receive consideration for employment without regard to their protected veteran or disabled status and will not be discriminated against for self-identifying with either category.

Thank you for your interest in XLA.

 

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