Travel Support Specialist

Overview

The Bureau of Educational and Cultural Affairs (ECA), Executive Office (EX), Procurement and Administrative Services Division (PAS), has a requirement for contractor support to its E2 travel operations team.

 

As part of ECA/EX’s effort to increase the PAS travel team’s operational capacity and capabilities, the Government intends to procure two full time E2 travel experts (one at junior level and one at senior level) to assist the travel team with its full range of travel operations. These operations are comprised of six distinct functional areas: E2 Operations, Passport and Visa Processing, Travel Analytics and Operational Assessments, Customer Relations, Policy, and Customer Training. The contractor will complete day-to-day operations in each of these areas, bring both existing E2 and State Department knowledge, as well as industry best practices, to PAS travel team operations.

 

Responsibilities

  E2 Operations

 

The contractor shall utilize existing knowledge and best practices to assist the PAS travel team with all obligations and operations taking place within the E2 travel system. Tasks in the area include the following:

 

 Authorization and Voucher Processing

 

Following all government-wide and State Department specific regulations, review, edit, return and/or process all travel authorizations and vouchers submitted for ECA, R/PPR, and GEC employees. This is inclusive of all amendments that may be necessary to submitted authorizations and vouchers.

 

 

      System Monitoring

 

Attend, either in-person or remotely, all State Department and/or government-wide meetings involving updates or changes that impact ECA E2 travel and operations. Report all pertinent information back to the PAS travel team, making updates to processes accordingly.

 

       Account Maintenance

 

Control and maintain all ECA, R/PPR, and GEC E2 user accounts, ensuring that user lists remain up to date and accurate.

 

        Travel Card Use

 

Monitor government employee travel frequency in the E2 system, enforcing travel card use requirements as appropriate. Administer corrective actions as appropriate, based on incidents of travel card fraud, waste, and abuse.

 

  Passport and Visa Processing

 

The contractor shall assist the PAS travel team in all ECA/EX diplomatic passport and vise obligations. Tasks in this area include the following:

 

     Sponsor Letters

 

Create, review, and process all passport and visa sponsor letters requiring the signature of the EX Director. Maintain an archive of signed letters.

 

      Courier Services

 

Serve as a named diplomatic courier, retrieving approved diplomatic passport and visa packages on behalf of the customer base, from embassies located throughout Washington, DC.

 

  Travel Analytics and Operational Assessments

 

The contractor shall run reports in the E2 system and conduct assessments of ECA travel operations. Tasks in this area include the following:

 

        E2 and Travel Data Reports

 

Run travel reports utilizing both the E2 system and existing/historical information, compiling diverse data sets into various user-friendly formats and displays depending on the audience.  

 

 

 

      PAS Travel Team Assessments

 

Analyze and complete in-depth assessments of PAS travel team staffing and operations, identifying areas of strength and weakness, internal and external risk areas, underlying causes of problem areas, and suggested solutions.

 

        Customer Assessments

 

Analyze and complete in-depth assessments of ECA, R/PPR, and GEC customer travel operations, identifying customer best practices, areas of weakness, impacts of problem areas on the PAS travel team, mitigation options for PAS travel, and overall solutions to the identified weaknesses.

 

  Customer Relations

 

The contractor shall serve as the E2 expert for all ECA, R/PPR, and GEC customers, handling all questions and concerns about system operations, and assisting them in identifying future travel needs. Tasks in this area include the following:

 

        Customer Assistance Line

 

Operate a dedicated phone line for customer E2 problems and concerns between the hours of 0900 and 1500, Monday – Friday, with the exception of Federal Holidays, troubleshooting reported issues. All requests for assistance must be