Travel Administrator

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee the entire Travel & Expense (T&E) lifecycle for employees and travelers associated with FHI 360.

• Examine travel authorizations, supporting documents, traveler prerequisites, approvals, project and funder criteria, cost guidelines, and compliance standards.

• Manage both domestic and international travel requests, which includes individual travel, group travel, workshops, meetings, and conferences.

• Arrange airfare, lodging, ground transportation, and other related travel services via designated Travel Management Companies, booking platforms, procurement systems, and vendors.

• Verify travel arrangements and ensure traveler readiness, while communicating itineraries, booking specifics, destination requirements, deadlines, and pertinent travel information.

• Assist with passport and visa processing, which involves procedural guidance, application requirements, business letters, supporting itineraries, submissions, and monitoring of deadlines.

• Track unused ticket credits, exchanges, cancellations, and refunds.

• Facilitate vendor onboarding, validation of documentation, invoice and payment-request coordination, system record maintenance, and resolution of vendor issues.

• Act as a primary point of contact for employees, clients, supported travelers, and partners regarding travel and expense policies, procedures, systems, and support resources.

• Investigate issues related to service, booking, documentation, transactions, access, processes, and systems, and coordinate escalation and resolution.

• Create and deliver user guidance, demonstrations, training materials, job aids, and reference documents.

• Assist with system upgrades, enhancements, integrations, releases, requirements validation, user acceptance testing, issue documentation, deployment readiness, and post-launch stabilization for TESS and related platforms.

• Support the design and implementation of travel program, project, policy, procedure, control, and workflow improvements.

• Maintain precise travel and expense records, departmental resources, system and process documentation, training materials, and user-support documentation.

• Aid in expense reporting and reimbursement, vendor payment requests, reconciliation of travel advances and credit cards, journal entries, account adjustments, record maintenance, and financial closeout.

• Perform additional duties consistent with the responsibilities of the role as assigned.

⛳️ Requirements

• An Associate’s degree or its international equivalent in a relevant field.

• Typically requires a minimum of five years of pertinent experience in travel coordination, expense reimbursement, and administrative support.

• Proven experience in planning both domestic and international corporate travel is essential.

• Familiarity with U.S. government (USG) regulations is mandatory.

• Experience in a nongovernmental organization (NGO) is preferred.

• Required experience in troubleshooting travel and expense systems and resolving related customer service issues; examples include Concur and Deltek Costpoint/TESS.

• Required experience in training and supporting users of travel and expense systems.

• Proficiency in travel and expense systems such as Sabre, Concur, and Deltek Costpoint/TESS.

• Competency in Microsoft applications, including SharePoint, Power BI, and related automation tools.

• Ability to read, write, and speak fluently in English.

• Strong oral, written, and interpersonal communication abilities.

• Exceptional organizational skills and attention to detail.

• Good judgment, decision-making capability, and problem-solving skills.

• Capacity to work independently and collaboratively in a fast-paced, customer-focused environment.

• Ability to sit and stand for extended durations.

• Ability to lift weights between 5 - 25 lbs.

• All employment offers are contingent upon appropriate screening checks, which include reference, criminal record, and terrorism finance checks.

• All personnel, including staff and volunteers, must share FHI 360’s commitment to safeguarding and sign the code of conduct.

🏝️ Benefits

• FHI 360 contributes 7% of monthly base pay to a money purchase pension plan account.

• 18 days of paid vacation annually for US-based full-time staff.

• 12 sick days each year for US-based full-time staff.

• 11 holidays per year for US-based full-time staff.

• Competitive benefits package.

• Opportunities for professional development.

• Policies and programs that promote a healthy work/life balance.