Travel Assistant

To apply for this position you should complete an application in English at the link provided below. We do NOT accept resumes from work.ua

https://erajobs.state.gov/dos-era/ukr/vacancysearch/searchVacancies.hms

Deadline for applications: May 20, 2024

Duties:

The position is located in the Visit Support Unit (VSU) in the General Services Office. This is one of four identical positions, working under the supervision of VSU Travel Supervisor. Incumbent coordinates Mission support for all assigned high-level official visitors. The incumbent primarily acts as the liaison to assist with representational activities and complete logistical support for Congressional Delegations (CODELS) and senior government officials. The position will have frequent contact with officials of all ranks, including cabinet members, Members of Congress, and ranking military personnel and their staff. The incumbent may travel across Ukraine and Poland to ensure smooth handling of arrivals and departure and transits via commercial or military air and to arrange local support (hotel, transportation to/from airports/train stations, etc.) Major duties will include but are not limited to:

Visitor Support in collaboration with the overall Control Officer, Front Office, Site Officers, Security and Public Diplomacy teams — 70%

Expediting/Rail Services: arrange airport/train stations transition assistance for VIP visitors or large delegations at airports/train stations, including VIP services or lounges; resolve short-notice requests or emergencies (schedule or flight changes, lost documents, luggage, misrouted, etc.); maintain contacts with airport and train company authorities to assist with passport control or luggage clearance — 20%

Administrative Assistance and Records Keeping: upkeeps various databases with guests, reservations, events, requests; collects documentation related to the visit and monitors that all guidance in up-to-date; services as point of contact for bookings makes, cancels and reconfirms individual reservations at hotels in Kyiv and other cities; if Control room requested, makes sure all the requirements for setup and equipment are met. Works with Embassy Property and IT sections to collect and deliver necessary expandable supplies and computer/printer installed; manages the GSO Travel inbox to ensure all requests are answered in a timely manner — 10%.

Requirements:

EXPERIENCE:

Two years of progressively responsible experience in the travel industry or a field that has a strong customer service focus is required.

Educational Requirements:

Two (2) years of college studies required.

LANGUAGE:

Fluent (writing/speaking/reading) English

Fluent (writing/speaking/reading) Ukrainian

We offer:

• Competitive salary
• Regular working hours (40 hours per week, 8 hours per day)
• Comfortable office with a bomb shelter
• Medical insurance for the employee and dependents (spouse and children)
• Life insurance
• Paid annual and sick leave
• Military exemption for male employees
• Trainings and professional development
• Holiday days off (both Ukrainian and American holidays)