The Travel Administrator is responsible for all aspects of travel reservation and expense processing. They coordinate domestic and international business travel reservations and expenses for employees and supported travelers consistent with organizational policies and cost guidelines. They procure and support travel reservations; airfare, car, hotel, transportation, obtaining passports and visas, etc. They reconcile and support expense report processing, credit card reconciliation, journal entries, vendor payments, etc. They support and participate in the implementation and training of new travel programs, projects, policies, and procedures.
Accountabilities:
Follows departmental, project and funder policies and procedures ensuring compliance.
Processes travel reservations, expense reimbursements and administrative workflow.
Procures travel via travel related systems, vendors and other procurement systems.
Ensures unused tickets and refunds are processed per procedure
Assists with visa and passport processing.
Reconciles credit card accounts and processes payments.
Utilizes contracts and vendor relationships to reduce cost.
Ensures files are processed per departmental, project and funder requirements.
Resolves and reports travel and expense (T&E) issues and follows through with resolution.
Responds to questions from employees, clients, supported travelers and partners.
Supports implementation of travel programs, projects, and policies and procedures.
Provides training for users regarding travel procedures, policies, and related T&E systems
Performs other duties assigned.
Applied Knowledge & Skills:
Knowledge of related travel systems (i.e. Concur, Costpoint, Power BI).
Articulate, professional and able to communicate in a clear, positive manner.
Excellent interpersonal and telephone skills
Excellent organizational skills.
Ability to work in a fast-paced, customer-driven environment.
Ability to multi-task, prioritize, and manage time effectively in a high stress environment.
Strong decision-making, problem-solving, and project management skills
Ability to work under pressure with specific deadlines and attention to detail.
Ability to work independently and in a team environment.
Ability to meet deadlines.
Excellent oral and written communication skills and proficiency in English.
Qualifications:
Associateโs Degree or its International Equivalent in a Related Field.
Minimum of 5+ years of relevant travel coordination / reimbursement and administrative support experience.
Prior experience with USG regulations required.
Prior experience with implementation, support, maintenance, and administration of travel related programs required. (i.e., Concur, Sabre, Deltek/TE10-Costpoint).
Prior experience troubleshooting travel systems and their related customer service issues required (i.e., Concur, Sabre, Deltek/TE10-Costpoint)
Prior experience in training and supporting travel system users required.
Knowledge of native Sabre GDS and Concur required.
Prior experience with SharePoint, document workflow and collaboration tools required.
Domestic and International Corporate travel planning experience required.
Prior experience in a non-governmental organization (NGO) preferred.
Typical Physical Demands:
Typical office environment.
Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
Ability to sit or stand for extended periods of time.
Ability to lift or move up to 5 lbs.
Technology to be Used:
Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
Less than 10%
Disclaimer: Note the Compensation Band that appears on the job description is associated with those jobs assigned to the US Salary Structure and employees that are paid from US payroll. The Compensation Band for all national local employees aligns to the Compensation Structure based on the Country location of the job.
The expected hiring salary range for this role is listed below. FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget.
Base salary is only one component of our offer. FHI 360 contributes 12% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.
Hiring Salary Range: $50,000 - $80,000
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
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FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others โ and yourself.
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