[Hiring] Travel Administrator @FHI 360

Role Description

Responsible for coordinating the full Travel & Expense (T&E) lifecycle for FHI 360 employees and supported travelers in accordance with organizational policies, procedures, funder requirements, and cost guidelines. Ensures travel and expense activities are accurately documented, appropriately authorized, cost-effective, and completed in compliance with applicable requirements.

• Coordinates travel authorizations, travel advances, vendor setup, passport and visa support, and domestic and international travel arrangements.
• Works with designated Travel Management Companies (TMC), approved online reservation systems, and other vendors to arrange airfare, accommodations, ground transportation, and related services.
• Confirms traveler readiness and communicates booking details, documentation requirements, deadlines, and relevant travel information.
• Supports expense reporting and reimbursement, vendor payment requests, travel advance and credit card reconciliation, journal entries, account adjustments, record maintenance, and financial closeout.
• Reviews supporting documentation, approvals, project allocations, and charges for accuracy, completeness, and compliance.
• Assists with resolving discrepancies and responding to audit-related requests.
• Provides policy and procedural guidance, user training, and functional support for travel and expense platforms and systems.
• Troubleshoots user and process issues, coordinates escalation and resolution, and contributes to departmental workflows, databases, system testing, projects, program implementation, and continuous process improvements.

Qualifications

• Proficiency in travel and expense systems, such as Sabre, Concur, and Deltek Costpoint/TESS.
• Proficiency in Microsoft applications, including SharePoint, Power BI, and related automation applications.
• Ability to read, write, and speak fluently in English; additional language proficiency as required by the position’s location and responsibilities.
• Strong oral, written, and interpersonal communication skills, with a clear, professional, and service-oriented approach.
• Strong organizational skills and attention to detail, with the ability to prioritize competing tasks and meet deadlines.
• Sound judgment, decision-making, and problem-solving skills.
• Ability to work independently and collaboratively in a fast-paced, customer-focused environment.

Requirements

• Associate’s degree or its international equivalent in a related field.
• Typically requires at least five years of relevant experience in travel coordination, expense reimbursement, and administrative support.
• Experience planning domestic and international corporate travel is required.
• Experience with U.S. government (USG) regulations is required.
• Experience in a nongovernmental organization (NGO) is preferred.
• Experience troubleshooting travel and expense systems and resolving related customer service issues is required; examples include Concur and Deltek Costpoint/TESS.
• Experience training and supporting travel and expense system users is required.

Benefits

• FHI 360 contributes 7% of monthly base pay to a money purchase pension plan account.
• All US-based staff working full-time 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.

Company Description

FHI 360 is an equal opportunity 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 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 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.