JOB DESCRIPTION TITLE - American International Health Alliance

aiha.com

JOB DESCRIPTION TITLE - American International Health Alliance

JOB DESCRIPTIONTITLE:Travel CoordinatorLOCATION: Washington, DCPosition:Reports to:40 hours/weekSenior Program Officer_________________________________________________________________________PRIMARY DUTIES: The American International Health Alliance (AIHA) seeks a TravelCoordinator, who will be responsible for the completion of all administrative needs of programtravel. The incumbent will also be responsible for the completion of all administrative needs ofprogram travel.ESSENTIAL DUTIES:Travel-Related Duties• Create, maintain, and update hard copy trip files for all travel, including review and preparationfor annual audit• Enter information provided by staff into the database and maintain travel database• Communicate with staff travelers regarding their travel needs as well as the travel needs ofpartners and consultants• Coordinate with Omega World Travel to provide trip itineraries to travelers• Assist in processing visa forms and obtaining visas from foreign embassies, includingcoordinating with regional and program staff to obtain letters of invitation from regional offices• Coordinate with Omega staff to obtain excess baggage vouchers when needed, and to ensurein-transit hotel accommodations• Send airline tickets to travelers (including sending packages via express mail services)• Arrange travel insurance providers (AIG and MedJet) for all travelers; maintain and update theMedJet lists of enrolled travelers and coordinate annual membership renewals with MedJet• Coordinate with finance department to invoice travelers for personal travel costs, includingsending invoices to travelers and following up with finance staff• Review weekly Omega reports on airline tickets, including United Airline bills• Monitor and ensure compliance with AIHA’s Travel Policy and Procedures• Update per diems on a quarterly basis and obtain feedback from travelers on regional perdiem amounts• Support all aspects of staff and VIP travel as needed• Provide content update for the travel section of the AIHA web site• Complete other duties as assignedAdministrative Support Duties• Provide production back up to program staff, including collecting, compiling, assembling,


eproducing, and distributing documents/materials for workshops and conferences• Schedule, coordinate, and organize events such as meetings, conferences, and departmentalactivities as needed• Arrange conference calls for program staff• Perform other duties as requiredQUALIFICATIONS:• Bachelors degree or equivalent combination of two-year college education and two yearsrelated experience• Ability to handle multiple tasks simultaneously in a fast-paced environment, set priorities, andwork both independently and in a team environment• Professional oral and written communication skills; must be able to interact and communicateeffectively with individuals at all levels of the organization with tact and diplomacy, and with ahigh level of cultural sensitivity• Strong attention to detail• Excellent customer service skills• Ability to identify and resolve problems in a timely manner• Must exhibit sound and accurate judgment• Must demonstrate accuracy and thoroughness• Proficiency in Microsoft - Excel, Word, PowerPoint• Good planning and organizational skills• Professional appearance and mannerADA SPECIFICATIONS:The physical demands described here are representative of those that must be met by anemployee to successfully perform the essential functions of this job. Reasonableaccommodations may be made to enable individuals with disabilities to perform the essentialfunctions. While performing the duties of this job, the employee is occasionally required tostand; walk; sit, use hands to finger, handle, or feel objects, tools or controls; stoop; reach withhands and arms; balance; talk or hear. The employee must occasionally lift and/or move up to15 pounds. Specific vision abilities required by the job include close vision, distance, colorvision, peripheral vision, depth perception, and the ability to adjust focus.Work Environment:Work environment characteristics described here are representative of those that must be metby an employee to successfully perform the essential functions of this job. Reasonableaccommodations may be made to enable individuals with disabilities to perform the essentialfunctions. While performing the duties of this job, the employee is not exposed to weatherconditions. The noise level in the work environment is usually moderate.Qualified candidates please e-mail cover letter, resume, and salary requirements tohr@aiha.com.

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