Travel Administrator

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

📋 Description

• Manage the entire Travel & Expense lifecycle for employees and travelers associated with FHI 360.

• Oversee travel authorizations, travel advances, vendor registration, passport and visa assistance, as well as arrangements for both domestic and international travel.

• Collaborate with designated Travel Management Companies, approved online booking platforms, and service providers to arrange flights, accommodations, ground transportation, and supplementary services.

• Ensure traveler preparedness and communicate booking details, documentation necessities, deadlines, and pertinent travel information.

• Evaluate expense submissions and accompanying documentation for compliance with policies, projects, funders, costs, approvals, and record-retention standards.

• Process expense reports, reimbursement requests, vendor invoices, payment requests, and related documentation.

• Reconcile corporate credit card accounts and address any outstanding or disputed transactions.

• Prepare journal entries, account reallocations, corrections, and adjustments to the general ledger.

• Finalize expense file closeouts and resolve any advances or outstanding transactions.

• Provide necessary documentation and transaction details for audits, financial reviews, reconciliations, and management inquiries.

• Assist with vendor onboarding, maintenance, validation of documentation, invoice and payment coordination, and resolution of vendor issues.

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

• Investigate service, booking, documentation, transaction, access, process, and system issues and coordinate their resolution.

• Create and deliver user guidance, demonstrations, and training sessions.

• Support TESS and related platform upgrades, enhancements, integrations, releases, requirements validation, user acceptance testing, deployment readiness, and post-go-live stabilization.

• Contribute to improvements in travel programs, projects, policies, procedures, controls, and workflows.

• Maintain travel and expense records, documentation, training materials, and user-support resources.

• Report to a manager or director and undertake other assigned responsibilities.

⛳️ Requirements

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

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

• Required experience in planning corporate travel both domestically and internationally.

• Knowledge of U.S. government (USG) regulations is mandatory.

• Preferred experience in a non-governmental organization (NGO).

• Required experience in troubleshooting travel and expense systems and addressing related customer service issues; familiarity with systems such as Concur and Deltek Costpoint/TESS is essential.

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

• Proficient in travel and expense systems like Sabre, Concur, and Deltek Costpoint/TESS.

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

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

• Additional language proficiency may be required based on the position’s location and responsibilities.

• Excellent oral, written, and interpersonal communication skills.

• Strong organizational capabilities and meticulous attention to detail.

• Good judgment, decision-making, and problem-solving abilities.

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

• Ability to sit and stand for prolonged periods.

• Capability to lift between 5–25 lbs.

• Travel requirements are less than 10%.

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

• Personnel must adhere to FHI 360’s code of conduct.

🏝️ Benefits

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

• 18 days of paid vacation annually for full-time staff based in the United States.

• 12 sick days per year for full-time staff based in the United States.

• 11 holidays per year for full-time staff based in the United States.

• Competitive benefits package.

• Opportunities for professional development.

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