Job Description
STATEMENT OF DUTIES:
A- Basic Function
The Implementing Partner (IP) Liaison & Shipping Assistant arranges for and facilitates the incoming and outgoing shipment and customs clearance of USAID-program’s significant quantity of commodities and supplies required for project implementation as well as for the eligible IP’s household and personal effects and privately owned vehicles (POV). S/he provides guidance and assists IPs and their expatriates with the registration, licensing, sale, or purchase of official vehicles and POVs under temporary admission regime. S/he serves as the Mission’s go-to person for any customs, shipments, visas, and work permits issues. S/he assists the Mission with domestic travels.
B- Major Duties and Responsibilities
Shipping and Customs 35%
- Ensure that supplies, materials, vehicles, and equipment introduced into or acquired in Madagascar by USAID’s eligible contractors and implementing partners (IPs), used in connection with USAID programs, are exempt from taxes on ownership, on use of the property and any other taxes, in compliance with agreements in force between the USG and GOM, U.S. regulations and directives, and Malagasy Customs Code and pertinent laws and regulations. Incoming shipments may include commodities such as rice, corns, oil, plastic sheeting, contraceptives, bed nets, drugs and medical equipment, office equipment, etc. for program use.
- Arrange and expedite importation of personal effects such as POVs, household equipment (HHE), Unaccompanied Baggage (UAB) and consumables belonging to program’s key personnel (expatriates) and their eligible family members as well as export from Madagascar of these personal effects and POV at the completion of individual assignments in Madagascar.
- Prepare and ensure the timely processing of all documents required by USAID’s authorized contractors and IPs to clear incoming shipments.
- Liaise with the customs broker or forwarding agents in facilitating the clearance of inbound shipments at the port/airport of entry.
- Would rely heavily on his/her interpersonal skills, knowledge of the administrative procedures associated to shipping, customs, travel, and relationships developed in the various offices, ministries, companies, etc. Establish and maintain good work relationships with officials of the Foreign Affairs Ministry, customs and immigration, airport management and other government organizations as well as transport and freight forwarding operators in furtherance of the daily requirements of the USAID program’s implementing partners.
- Serve as the go-to person for issues pertaining to shipping and customs procedures.
Domestic Travel and back-up Travel and Shipping Assistant 35%
- Review domestic travel requests and process domestic travel authorizations (TA) for Mission staff, official visitors and other invitational travelers, and amend TA as required. Prepare and issue annual blanket TA for the Mission staff.
- Assure approval documents are obtained; ensure itinerary is in compliance with authorized official travels; ensure there are sufficient funds to cover the cost of the trip, including carrier costs, per diem, and miscellaneous expenses.
- Keep and update Mission TA logs and ensure complete and accurate accounting for all TAs used.
- Validate, confirm, and ensure tickets are accurate. Investigate lost tickets, secure ticket refunds, make cancellations, and respond to reports of inadequate service and improperly itemized receipts.
- Initiate and maintain excellent working relation with domestic airline offices, charter providers, and other travel professionals as appropriate.
- Provide guidance on travel regulations, procedures, and practices, providing interpretation of governmental and local travel regulations, and reviewing travel arrangements to ensure compliance with regulations and procedures.
- Serve as the back-up for the Travel and Shipping Assistant during his or her absence.
Vehicles in Temporary Admission 10%
- Provide guidance and assist USAID IPs and its expatriate key personnel with the registration, licensing, purchase, and the documentation required for temporary admission for official vehicles and/or privately owned vehicles.
- Upon completion of any USAID program, follow-up with the Contracting/Agreement Officer Representative (C/AOR) on the disposal plan of motor vehicles (cars, trucks, motorcycles, etc.). If needed, register turned-in motor vehicles under USAID name until their transfer to follow-on programs. Maintain files of those vehicles. Monitor the expiration of temporary admission and initiate the renewal.
- May assist IPs’ key personnel with the sale of their motor vehicles to ensure that the regulations in force with regards to duties, fees, and taxes are applied when vehicles are not re-exported (sold or transferred).
- Provide semi-annual (or more frequently if needed) reports to the supervisor/Executive Officer with status of temporary admission.
Tax Repayment 10%
- Process the request for tax exemptions in compliance with customs procedures and regulations in force.
- Assist USAID’s eligible contractors and IPs in obtaining tax repayment thru the local government system in force such as the Public Investment Program (PIP), covering Duties and Taxes for Import (DTI) and Value-Added Taxes (VAT) for local purchases.
Visas Requests 10%
- Ensure timely processing of visa application and extension, and work permits, as appropriate, for Third Country National staff and USAID IPs’ key personnel (expatriates) and eligible family members in compliance with GOM’s procedures. Prepare diplomatic notes, submit the request to the Ministry of Foreign Affairs and follow through. Report any issue to the Executive Officer.
- Keep abreast of changing laws, regulations, requirements, and procedures in connection with shipping and customs clearance, temporary admission of vehicles, visas processing and related areas.
- Recommend solutions to the USAID Executive Officer/Embassy Management Officer should problems arise in his competency and perform other duties in relation with shipment and customs as assigned or required.
- Maintain official files in order.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
Offers will be initially screened by the Human Resources Office to determine whether they have met the minimum qualifications below. A list of qualified offers will be referred to the evaluation committee for further consideration and screening.
a. Education: Minimum of two years of academic post-secondary school studies or university studies in accounting, administration, law, management, or liberal arts required.
b. Prior Work Experience: Three years of progressively responsible experience in travel arrangement, customs clearance, freight broker and transportation or a closely related field is required.
c. Language Proficiency: A good working knowledge of English (Level III) and French (speaking, reading and writing) is required: At this level an employee is required to have a good working knowledge of both written and spoken English. The employee should be able to read and understand agency regulations, operating instructions, memoranda, and related material concerning the field of work, to prepare correspondence and standardized reports, and to communicate effectively with English speaking staff members and the general public, including both English speaking and non-English speaking persons.
d. Job Knowledge:
- A detailed knowledge of Madagascar’s emigrations, immigrations, and customs clearance regulations and procedures, including international trade.
- A good knowledge of the abilities and quality of work of local travel and shipping carriers and transfer companies.
- Good knowledge of Madagascar’s transport and travel procedures by air/sea/routes.
e. Skills and Abilities:
- Ability to easily understand detailed regulations and procedures of large international organizations governing domestic travel, the shipment of household and personal effects, POV, and other property.
- Must be tactful, yet effective.
- Must be tactful, yet effective, in communicating with customers, colleagues, supervisors and foreign citizen personnel, and in dealings with Malagasy travel operators, customs officials and other officials, with officials of shipping, packing, and transfer companies.
- Must have excellent organizational and prioritization skills.
- Must have good computer skills
CLOSING DATE July 20, 2024, 23:59 local time
