Management Sciences for Health

Travel Coordinator

Grade
D
Job ID
13-9651
Malawi-Lilongwe
# of Positions
1
Group/Office
HPG
Dept/Unit
GEN (General)
Project/Program
A000 - None Specified
Application Due Date
2017-07-21
Reports To
Procurement Manager

Overview

The Travel Coordinator provides support in travel logistics.   She/he manages domestic and international travel for staff and MSH consultants and partner organisations. She/he ensures that MSH standard operating procedures and donor requirements are complied with. She/he will endeavour to use best-pricing practices to ensure cost efficiency for MSH.

Specific Responsibilities

Travel Logistics

  1. Provide logistical support to permanent and visiting staff implementing projects.
  2. Adhere to MSH and USAID standards on competition in procurement, and ensure that appropriate documentation is available to support all purchases.
  3. Establish and maintain a list of qualified vendors who are willing and able to provide quality services to MSH at a competitive price.
  4. Continuously identify competitive sources for goods, services, and commodities relevant to the project.
  5. Coordinate all aspects of travel arrangements for staff, consultants and visitors to MSH Malawi. Determine arrangements that best meet traveller and project needs with designated MSH travel agency or any other MSH authorized avenues for making travel arrangements.
  6. Anticipate upcoming travel needs. Gather pertinent information, including name of traveller, dates, destination, activity code, and determine appropriate approvals and other relevant information needed for travel (i.e. immunization requirements, visas).
  7. Responsible for accommodation arrangements for travelling staff and participants through hotels, travel agents, local MSH field office, as appropriate, and ensure rates are within USAID lodging rates.
  8. Following preparation of all necessary travel arrangements and approvals, send all information to traveler, ideally one week before departure, including: airline ticket; hotel accommodations; airport transportation/shuttle services; car rental; travel advance check; applicable per diem rates; expense report forms; travel insurance (international); travel visa (international); and any other requisite paperwork. In addition, keep traveler informed of travel status on a weekly basis, including information about any problems or issues that arise. Notify designated project staff of traveler’s arrangements if requested.
  9. Ensure that travel authorizations are appropriately coded and signed. Manage the internal approval process.
  10. Ensure USAID approval is obtained for all international travel, and the authorizations are filed.
  11. Ensure cost-effective and efficient approaches are used, and MSH is in compliance with USAID travel regulations (i.e. U.S. carrier regulations and MSH business class travel policy). This includes managing travel requests in such a way that travel costs are minimized.
  12. Brief project staff and consultants traveling outside Malawi, on the appropriate health insurance coverage for travelers provided through MSH.
  13. Ideally, at least two weeks prior to departure, coordinate with traveler, or other staff as designated, to prepare travel advance requests. Obtain necessary approvals and submit to Accounting Office, and confirm advances are received prior to scheduled departure dates. 
  14. Work with MSH dedicated travel agent, visa advisors or other designated providers to determine requirements for travel visas. Process visa application paperwork when necessary. 
  15. Monitor status of each traveler’s logistical arrangements and approvals. Create travel files, and maintain an organized filing system.
  16. Keep an up-to-date record of all project travel bookings – confirm and reconcile all bookings with travel invoices submitted by vendors by the 15th of each month and submit the reconciliations to the finance department for payment processing.
  17. Carry out a variety of specific tasks or additional responsibilities as assigned by the Procurement Manager

Qualifications and Experience

Bachelor’s degree in a relevant field required or equivalent experience

2-3 years’ procurement experience for USAID-funded organizations.  

Experience with general aspects of US Government federal regulations, specifically USAID regulations, desirable.

Background Information

Management Sciences for Health (MSH), a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. We work to save lives by closing the gap between knowledge and action in public health. Since its founding in 1971, MSH has worked in over 150 countries with policy makers, health professionals, and health care consumers to improve the quality, availability and affordability of health services. Working with governments, donors, non governmental organizations, the private sector, and health agencies, MSH responds to priority health problems such as HIV & AIDS; tuberculosis; malaria; maternal, newborn and child health; family planning and reproductive health; and chronic non-communicable diseases such as cancer, diabetes, and lung and heart disease. Through strengthening capacity, investing in health systems innovation, building the evidence base, and advocating for sound public health policy, MSH is committed to making a lasting difference in global health.

EEO Statement

Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or veteran status.

Reports To

Procurement Manager
Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed