Executive Travel Planner Coordinator

5. Executive Travel Planner Specific Tasks: Contractor shall provide non-personal services to include
developing a Concept of Operation (CONOP), Final trip Itinerary Product for CCDR Approval, documents
to SJA for Legal review prior to travel, airframe request for MILAIR, and be responsible for updating and
maintaining these travel documents in the CAG repository (MS Teams folder) to ensure accessibility and
auditability of future, current, and past trip information.
Tasks consist of the following:
Basic Services: Serve as a Travel planner to the CCDR providing authoritative advice for the planning,
development, and execution of CCDR Travel throughout the U.S. Southern Command Area of
Responsibility (AOR) and to the United States.
The Executive Travel Coordinator Contractor Shall:
5.1 Manage, coordinate, and facilitate the Commander's highly sensitive global travel obligations based on
understanding the Command's mission, functions, organization structure, program responsibility and
relations with high headquarters, outside agencies and the USSOUTHCOM working environment.
5.1.1 Provide strong communication and grammatical skills with the ability to deliver oral and written
information to different audiences including high ranking officials and distinguished visitors.
5.1.2 Provide the ability to plan and integrate key mission strategic objectives and activities of the
Commander and coordinate and integrate received information/material into a cohesive final product that
accurately reflects the Commander's position on a wide variety of mission-related issues.
5.1.3 Maintain a well-developed, comprehensive technical knowledge and have a thorough understanding
of Command operations and the Army organizational structure to plan and direct a pathway forward or
select a course of action while obtaining knowledge of protocol and military etiquette.
5.1.4 Coordinate travel arraignments in both Continental United States (CONUS) and Outside Continental
United States (OCONUS) for the Commander with contact/representatives from Department of Defense,
Department of the Army, high ranking military and civilian officials (General rank of equivalent) within
the United States Southern Command area of responsibility which includes Central and South America and
including local community and civic leaders, representatives of city, state, and national government, to
include Senators, Congressmen, Governors, and Mayors, representatives of foreign governments, and other
distinguished visitors and dignitaries, both foreign and domestic.
5.1.5 Negotiate, influence, or persuade military and/or civilian decision-making officials to accept
recommendations to enable the Commander to accomplish required travel plans to and ensure mission
success.
5.2 Develop the visit agenda working with a wide variety of staff members of senior management officials
of the Joint Staff, Department of Defense, White House, and other federal and government agencies.
5.3 Develop the travel concept of operations that provides the details of the visit to include the movement
plan on at the travel location, goals, and objectives at each meeting, brief, and/or office meeting conducted
during visit.
5.4 Familiarity with all necessary documents; briefs, studies, and papers to help ensure Commander has all
the information needed to shape the visit. Have a series of vector check meetings with the staff and the
Commander specifically focused on ensuring the desired intent of the visit are known, a plant to
accomplish the objectives is made, and coordination and consolidation of events to maximize time on
ground is achieved.
PERFORMANCE WORK STATEMENT (PWS)
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5.5 Create and update the draft itinerary, executive air request/ manifest, lodging, dignitary access
coordination, JPAS/VARs, legal review, ground transportation, customs coordination.
5.6 Coordinate foreign travel for the Commander with the US Embassy and host country representative(s)
to ensure security, transportation, lodging, and meeting agenda items are properly addressed and provided.
5.7 Arrange for foreign clearance travel with the host nation and ensures proper protocol arrangements are
made for the Commander's travels. Ensure these are provided via the US Embassy to foreign dignitaries
the Commander will meet. Work on completing and submitting the following: aircraft and personnel
Automated Clearance System (APACS) request, work visa clearance, security clearance requirements,
Joint Personnel Adjudication System (JPAS)/ Visitor Authorization Request (VAR), passport validation,
COVID test, ground transportation memorandums, customs clearance documents, legal review, MILAIR
request to Chief of the US Air Force Special Air Missions Division (CVAM).
5.8 Identify Executive Airlift (EA) requirements, routing, and plan airlift support missions by submitting
MILAIR request to Chief of the US Air Force Special Air Missions Division (CVAM) Executive Airlift
Scheduling Activity (EASA) in the Pentagon. Coordinate transportation for each leg of travel on the
ground. Work with Protocol office to ensure if gifts are exchanged, they are coordinated and laid in on the
itinerary and transported to appropriate location for exchange to take place.
5.9 Coordinate and lead meetings/briefings with all stakeholders to include, CCDR, SC J59 Desk Officers,
Embassy Country Team, Security Cooperation Office's (SCO), SOUTHCOM Joint Engagement Visitors
Bureau (JEVB) Protocol Officer, Command Group Staff, Partner Nation personnel.
5.10 Develop Concept of Operation (CONOP) and Final trip Itinerary Product for CCDR Approval and
submit to SJA for Legal review prior to travel. Responsible for updating and maintaining the travel
document repository to ensure accessibility and auditability of future, current, and past trip information.