Travel Administrator

Posted Apr 16

Job Summary:

Responsible for all aspects of travel reservation and expense processing; enforcing company policies and procedures.  Coordinates business travel reservations and expenses for employees and supported travelers consistent with organizational policies and cost guidelines.  Procure and support travel reservations; airfare, car, hotel, transportation, obtaining passports and visas, etc. Reconcile and support expense report processing, credit card reconciliation, journal entries, vendor payments, etc.  Perform other administrative duties related to departmental workflow. 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 (i.e. native Sabre), or other procurement system or vendor.
  • Ensures unused tickets and refunds are processed per procedure
  • Assists with visa and passport processing.
  • Processes reconciliation and administrative workflow for traveler expense reports.
  • Processes vendor bills, journal entries, vendor payments, general ledger (GL) items, etc.
  • 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 on related travel systems (i.e., native the Sabre GDS and Concur).
  • 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 and manage staff effectively to accomplish goals.
  • Excellent oral and written communication skills.
  • Must be able to read, write and speak fluent English.

Problem Solving & Impact:

  • Works on problems that are diverse in scope and require judgment in resolving or making recommendations.
  • Exercises judgment within defined policies and procedures to obtain solutions and perform duties.
  • Decisions made generally affects own job or specific functional area.

Supervision Given/Received:

  • Has no supervisory responsibility.
  • Receives instructions on new assignments.
  • Typically reports to a Manager or Director.

Education:

  • Associate’s Degree or its International Equivalent in a Related Field.

Experience:

  • Typically requires a minimum of 5+ 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.
  • Proficiency on 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 and stand for extended periods of time.
  • Ability to lift/move up to 5 lbs.

Technology to be Used:

  • Personal 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%

Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job. This job description 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.

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.

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.

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 — and yourself.

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