|Title:||Travel Program Manager|
We currently have an opening on our team for an experienced Travel Program Manager to support the U.S. Department of State (DOS), Bureau of Diplomatic Security (DS) High Threat Program (HTP).
Title: Travel Program Manager
Rate: GS 12-10 (Approximately)
Location: Rosslyn, VA
Schedule: Full-time, M-F, 8:15 AM to 5:00 PM, with a 45-minute meal break
Clearance Level: Active Secret Clearance (DoD preferred)
The Travel Program Manager is responsible for the execution and oversite of the Directorate’s complex travel portfolio; providing operational, programmatic support to effectively manage mission-critical movements of security personnel in regions. The Travel Program Manager serves as the Subject Matter Expert (SME) of Joint Travel Regulations (JTR), Federal Travel Regulations (FTR) as well as requirements and restrictions specific to posts classified as HTHR. The position also requires consistent, strategic collaboration with foreign embassies and other offices.
DUTIES AND RESPONSIBILITIES:
- Serves as the central point of contact to provide operational and logistical support to the High Threat Programs and International Programs Directorates as well as other Department and Interagency personnel designated to deploy for temporary assignment to posts overseas.
- Manages travel portfolio averaging $2M annually for more than 180 employees within two directorates, including senior leadership and individuals supporting TDYs through established procedures.
- Responsible for preparing and reviewing travel orders in accordance with the FTR in the E2 Solutions travel system; coordinates with the Department’s Travel Management Company (TMC), Carlson Wagonlit as required.
- Reviews travel orders to certify the availability of funds as per appropriation law and other applicable legislation.
- Serves as a liaison between DS/HTP and the Office of Domestic Operations (DS/DO) to coordinate TDY funding based on post-specific fiscal guidelines.
- Directly commits funding for TDYers traveling to overseas posts in coordination with Resource Management staff.
- Drafts and disseminates policy memorandums to implement DS/HTP travel procedures within the two Directorates.
- Serves as the SME to DS/HTP and DS/IP personnel on all matters pertaining to transportation policy; ensuring timely dissemination of regulatory updates that affect DS/HTP missions overseas.
- Resolves issues related to the preparation, processing, and approval of travel expenditures.
- Assists in the preparation of an annual operational budget to assure funds are available for projected travel. Coordinates with the HTP Resource Manager to ensure accurate funding source is identified on all travel authorizations.
- Closely collaborates with the DS/HTP Budget Liaison Officer to balance and monitor expenses under funding constraints during FY transitions.
- Manages and executes specialized training programs for incoming DS/HTP personnel.
- Coordinates with DS/HTP desk officers to manage and track responses to DS Broadcasts requesting TDY support from domestic field offices to HTHR posts.
- Obtains diplomatic and official passports in support of DS/HTP travel.
- Develops professional relationships through close work with host-country embassies in order to effectively meet the DS/HTP’s mission and maintain up-to-date knowledge of visa issuance procedures and requirements.
- Coordinates visa issuance through host-country embassies and tracks complex approval processes spanning 1 – 6 weeks.
- Secures required clearances from the Office of the Under Secretary for Management and through the host nation’s Ministry of Foreign Affairs (MFA) for entry and/or transit of DS employees designated to report to HTHR posts.
- Creates and submits electronic country clearance (eCC) requests for DS/HTP employees traveling to HTHR posts in accordance with host country requirements.
- Drafts travel voucher upon completion of employee travel and manages voucher processing.
- Serves as coordinator for DS/HTP Fleet.
- Reviews monthly vehicle logs and reports from all vehicles. Identifies and assesses problems and brings them to the attention of the supervisor. Prioritizes problems that require immediate intervention and provides a proposed resolution to the HTP Resource Manager.
- Establishes and maintains liaison with various garages, repair facilities, and automobile dealerships to ensure timely and economical handling of official vehicles for emergency towing, repairs, and periodic preventive maintenance.
- Conducts weekly inspections of official vehicles to include but not limited to checking vehicle emergency equipment, lights, tire pressure, fluid levels, batteries, overall appearance, armor integrity (if applicable), and credit cards.
- Ensures that vehicle records are adequately provided to the appropriate supervisor and resolves problems.
- Tracks and maintains the vehicle database, which includes entering data pertaining to vehicle maintenance and mileage.
- Generates monthly and yearly vehicle maintenance and mileage totals reports and other information requested.
- Coordinates with local municipalities for traffic adjudication.
- Compiles information and prepares recurring and ad hoc reports on travel authorizations and vouchers submitted to the directorate.
- Analyzes and identifies trends in the nature and volume of requests and alerts management to trends that may affect current operations.
- Requires occasional driving of government owned vehicles.
REQUIRED EXPERIENCE & QUALIFICATIONS:
- Undergraduate degree and 1-3 years administrative experience. Without a degree, must have 5-7 years of administrative experience. Prior experience coordinating travel is preferred.
- Knowledge of travel systems preferred working knowledge and ability to apply the Federal Travel Regulations.
- Demonstrated proficiency in Microsoft Suite.
- Strong writing skills and familiarity with the standardized document styles and formats used in an office setting.
- Ability to communicate effectively both orally and in writing.
- Ability to establish and maintain positive relationships with service providers and clients.
- Ability to provide excellent customer service.
- Expertise in dealing with travel industry parties in order to facilitate the needs of personnel during complicated movements to remote and isolated areas of the world.
- Experience drafting and editing US government reports and documents.
- Possess strong multi-tasking skills with the ability to work effectively and efficiently in a fast- paced, high-volume work environment.
- Possess excellent organizational and follow-up skills.
Raventek Solutions’ competitive benefits program includes comprehensive medical and dental care, matching 401K, paid time off, flexible spending accounts, disability coverage, and other benefits that help provide financial protection for you and your family.
Raventek Solutions provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex/gender, sexual orientation, national origin, age, disability, marital status, genetic information and/or predisposing genetic characteristics, victim of domestic violence status, veteran status, or other protected class status. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation and training. The Company also prohibits retaliation against any employee who exercises his or her rights under applicable anti-discrimination laws. Notwithstanding the foregoing, the Company does give hiring preference to Seneca or Native individuals. Veterans with expertise in these areas are highly encouraged to apply.
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