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Form of workJob Description
Minimum Education and Experience: Bachelor’s degree and 20 years of relevant experience
Substitutions and Equivalents: Master’s degree and 16 years of relevant experience, or JD/ABD and 14 years of relevant experience, or Ph.D. and 12 years of relevant experience.
Anticipated Start Date: January 15, 2024, or September 30, 2024
Project: Partnerships Incubator
Location: Virtual
Level of Effort: Part-time Consultancy (Up to 30 hours per week (total 300 hours)
Project Director: Donna Vincent Roa, Ph.D., ABC, CDPMⓇ
Kaizen, A Tetra Tech Company, is an incubator for innovative, scalable solutions that address emerging market challenges and opportunities. Our proven solutions catalyze locally driven, organizational, and institutional performance improvements and shift the development model into one that is bottom-up and ongoing. We leverage existing knowledge, new technologies, and innovative business models.
Kaizen is hiring a highly motivated professional looking to create a social impact in a fast-paced and rewarding work environment. We seek applications for the Travel Support Consultant position for the USAID-funded Partnerships Incubator. This five-year project started in October 2019 and ends on September 30, 2024.
About the Partnerships IncubatorUSAID aims to diversify its partner base by removing barriers to engagement and creating avenues for new and nontraditional partners to work with the Agency. The Partnerships Incubator was set up as a global service hub to address this need by amplifying USAID’s external communications efforts to strengthen and diversify the Agency’s partner base, expanding Agency capacity for partnerships, and supporting partner organizations working with USAID.
The Partnerships Incubator works with USAID headquarters and Missions to identify and engage new and local partners, provide training and capacity-strengthening assistance, and develop tools, resources, and models to advance USAID’s partnership goals. The project also designed, developed, and launched WorkwithUSAID.org, a free, USAID-funded resource hub designed to connect partners to peers and experts, improve their organizational readiness, and prepare them to receive USAID funding.
Position OverviewThe Partnerships Incubator seeks a Travel Support Consultant to help provide assistance and support to customers who are planning, booking travel and oversea conference arrangements. This may include helping customers find and book flights, hotels, rental cars, and conference room rental, as well as providing information about destinations and travel requirements within the USAID rules and regulations.
The consultant will work closely with the Finance and Operations Director and the Home Office, Project Management team, and the Project Manager in providing support to the Partnerships Incubators’ financial and administrative functions to enhance the smooth running of activity and overall improvement of processes.
Principal Responsibilities- Coordinate with the Kaizen’s company’s travel agency and the traveler to share and select flights that are Fly America compliant
- Coordinate with traveler , travel agency, finance team, and project management team to seek appropriate approvals and follow Kaizen’s and USAID rules and regulations
- Support travelers in applying for Visas (if applicable)
- Liaise with traveler to gather all necessary documentations for travel
- Work with finance team to prepare travel authorization request and budget for each traveler
- Arrange and coordinate hotel arrangements for all travelers
- Communicate with different hotels and secure USAID lodging rates
- Work closely with project management team and finance team to secure conference
- Assist travelers in completing and compiling travel expense report
- Troubleshooting and resolving customer complaints or issues related to travel
- Maintaining traveler records and updating account information
- Providing guidance and support to traveler to help them plan their trips
- Provide travel advisory guidance related to security, immunization requirement, etc.
- Ensuring compliance with USAID’s travel regulations and company policies
- Other duties as assigned.
- Bachelor’s degree and a minimum of 20 years of experience, OR Master’s degree and 16 years of relevant experience, OR JD/ABD and 14 years of relevant experience, OR Ph.D. and 12 years of relevant experience.
- Extensive experience dealing with travel related to USAID’s activities.
- Demonstrated computer literacy and proficiency with Microsoft Office Suite and Google Workspace, specifically Excel, is required.
- Comfortable with a project environment that appreciates initiative, personal ownership of work portfolios, and an entrepreneurial mindset and behaviors
- Proven effectiveness in managing relations with multiple actors, including partners and donors.
- Excellent communication skills and a demonstrated track record of working effectively in a team environment.
- Ability to work in multiple cultures, highly motivated, self-starting, intellectually curious, flexible, a passion for learning, and deeply committed to social impact.
- Comfortable operating in a fast-moving, agile, and innovative environment.
- Excellent attention to detail, strong evidence of delivering high-quality products, and temperament suitable to working in a deadline-oriented environment.
- Proactive as well as self-motivated and self-directed.
- Comfortable working independently, taking the initiative once guidance is provided, managing several activities at once, and working under pressure to meet deadlines.
- Strong interpersonal skills and an ability to establish and maintain collegial relations with all Partnerships Incubator stakeholders.
- Be able to successfully serve on a fully teleworking team.
- Extensive experience with USAID and/or the USAID-implementing partner paradigm is highly preferred.
- French, or Arabic language skills are a plus.
- Experience in managing and organizing large conferences and travels under USAID’s activities are a plus.
Qualified applicants should send a resume/CV with a well-written cover letter (let your writing skills shine – please delight us).
Applicants must submit all requirements to be considered for the position, including a resume, cover letter, and a pre-engagement questionnaire which will be shared by email. The deadline to submit is 11:59 p.m. on December 18, 2023. We intend to hold interviews on a rolling basis.
No phone calls, please. Only finalists will be contacted.
The above statements describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.
Please note: All current employees are contracted through September 2024. The stated term of employment is aligned with the fifth year of our contract.
For candidates applying for positions based in Kaizen's office in Washington, DC, we utilize career.place to mitigate bias in the recruitment process. Upon submitting an application, candidates will receive an email from career.place, prompting them to go through the anonymous screening. In order to be considered for a role, candidates must respond to career.place and proceed with the application. We do not currently use career.place for project positions outside of the United States.
At Kaizen, A Tetra Tech Company, we find strength in our diversity. We are committed to creating and sustaining an inclusive working environment in which everyone has an equal opportunity to fulfill their potential. We know that we can only do development differently if we are open to and inclusive of new and unique perspectives. We encourage candidates of all abilities, ages, gender identities and expressions, national origins, races and ethnicities, religious beliefs, and sexual orientations to apply. Further, we urge parents and non-parents, married and unmarried, those from different or non-traditional educational backgrounds, and persons of all other diverse identities or experiences to apply. Kaizen is an equal opportunity employer.
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