Job Description

International Media Programs Logistics Coordinator

Washington, DC • On-site • Full-time

We are looking for an International Media Programs Logistics Coordinator to join our team on an effort supporting our Federal Government Client in Washington, D.C.

This role provides logistical, administrative, and financial services for International Media Reporting Programs, including Media Co-operatives (Media Co-ops), Large International Reporting Tours (Large IRTs), Small International Reporting Tours (Small IRTs), Domestic Reporting Tours (DRTs), and Local Reporting Tours (LRTs). The goal is to manage program logistics and administration effectively and efficiently so the client can strategically engage foreign media professionals and shape global reporting to advance U.S. foreign policy goals. The client provides program dates, locations, and participant counts, and may revise the plan or add programs at any time based on Administration priorities and funding.

Base Year (FY27) Program Volume: Up to 3 Large IRTs, up to 4 Small IRTs, up to 3 DRTs, up to 4 LRTs, and up to 6 Media Co-ops.

Position Overview:

Travel and Logistics

• Coordinate and arrange U.S. domestic travel (air, lodging, ground transportation, meeting space) for all applicable programs
• Coordinate and arrange international air travel to the United States for participants of Large IRTs, Small IRTs, and Media Co-ops in accordance with the Fly America Act and applicable federal travel regulations

Financial Services (as applicable by program type)

• Issue per diem and incidental expense funds to participants in adherence to GSA regulations
• Arrange group working meals in adherence to GSA regulations, as needed

Program Support

• Distribute the client's Terms and Conditions form to every Large IRT, Small IRT, and Media Co-op participant and ensure each form is fully completed and returned, as required for participation
• Provide SIM cards for communication for the duration of each program
• Collect passport and visa biographical information as required for participation
• Collect participant flight information to coordinate and arrange ground transportation
• Issue limited emergency health insurance for the duration of each program
• Maintain organized records of all signed Terms and Conditions and travel documentation for all programs, in compliance with federal privacy, security, and records management requirements

Staffing

• Accompany Large IRTs when needed to coordinate logistical support such as bus arrangements, group communication, meeting room arrangements, lost luggage assistance, and other issues as they arise
• Subcontract and manage qualified travel facilitators who serve as producers for Media Co-op programs, arranging interviews, drafting program schedules, and accompanying foreign journalists during their U.S. programs
• Subcontract and manage qualified foreign language interpreters as needed, ensuring appropriate language proficiency and subject-matter familiarity for accurate and effective communication during program activities

Tracking, Budgeting, and Invoicing

• Track the progress of each program's elements on a shared document with the client
• Provide a draft project budget for each program within one week of client request and obtain client approval
• Provide subcontracted producers with travel fund advances and process their post-program invoices in a timely manner
• Submit a detailed invoice at the conclusion of each program, with a summary of all actual costs and supporting invoices and receipts
• Within 45 days of each program's conclusion, provide a summary of all actual costs with copies of invoices showing all costs billed, for review by the Contracting Officer's Representatives

Requirements

Required:

• CLEARANCE: TBD
• 3-5 years of experience in government travel, event, or program logistics
• Working knowledge of the Fly America Act, federal travel regulations, and GSA per diem requirements
• Experience with budgeting, cost tracking, and invoice reconciliation
• Proficiency in MS Office (Excel a must)
• Ability to travel domestically to accompany group tours

Desired Skills:

• Experience supporting international exchange, visitor, or media programs
• Experience managing subcontractors, vendors, or interpreters
• Experience handling PII in a federal environment
• Proficiency in a foreign language
• Ability to adapt quickly when program schedules or priorities change

EEO Compliance:

Ryde Technologies is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Ryde Technologies will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.