Travel Administrator

Job Summary

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, and 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.

Accountabilities:

Expense:

Reviews expense submissions and supporting documentation to ensure compliance with organizational policies and procedures, project and funder requirements, cost guidelines, established approval protocols, and applicable record-retention standards.

Processes expense reports and reimbursement requests for domestic and international travel, groups, workshops, meetings, and conferences; verifies business purpose, required approvals, receipts, allowable costs, currency conversions, and appropriate project and account allocation.

Processes vendor invoices, payment requests, and related forms, ensuring documentation is complete, accurate, properly authorized, and submitted within required timelines.

Reconciles corporate credit card accounts, validates charges and supporting documentation, research outstanding or disputed transactions, and submits completed reconciliations for payment and posting.

Research expense discrepancies and prepares journal entries, account reallocations, corrections, and related general ledger adjustments to support accurate and timely financial reporting.

Completes expense file closeout and confirms that advances and outstanding transactions are resolved in accordance with departmental, project, and funder requirements.

Provides supporting documentation and transaction details to the designated supervisor for internal and external audits, financial reviews, reconciliations, and management inquiries.

User, Systems & Program Support:

Supports vendor onboarding and maintenance activities for travel and expense operations, including vendor set up, documentation validation, invoice and payment-request coordination, system record maintenance, and resolution of vendor-related issues in accordance with departmental, project, funder, and financial-control requirements.

Serves as a primary resource for employees, clients, supported travelers, and partners by interpreting and communicating travel and expense policies, procedures, system requirements, roles, responsibilities, and available support resources.

Investigates travel and expense service, booking, documentation, transaction, access, process, and system issues; documents findings; coordinates escalation with internal teams, vendors, and technical support; communicates status to relevant stakeholders; and follows through to confirmed resolution.

Develops and delivers user guidance, demonstrations, and training on travel and expense processes and systems and reinforces compliance through job aids, reference materials, and ongoing user support.

Supports system upgrades, enhancements, integrations, and releases for TESS and related travel and expense platforms by participating in requirements validation, user acceptance testing, issue documentation, deployment readiness, and post-go-live stabilization.

Supports the design and implementation of travel programs, projects, departmental policies, procedures, controls, and workflow improvements; identifies recurring issues and opportunities to improve service, compliance, data quality, and operational efficiency.

Maintains complete and accurate travel and expense records, departmental resources, system and process documentation, training materials, and user-support materials in accordance with organizational retention and funder requirements and performs other duties consistent with the role’s responsibilities as assigned.

Applied Knowledge & Skills:

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.

Problem Solving & Impact:

Resolves problems of varying scope or recommends solutions using sound judgment.

Applies established policies and procedures when making decisions and carrying out responsibilities.

Makes decisions that generally affect assigned work or the specific functional area.

Supervision Given/Received:

Has no supervisory responsibilities.

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 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.

Typical Physical Demands:

Typical office environment.

Ability to sit and stand for extended periods of time.

Ability to lift 5 - 25 lbs.

Technology to be Used:

Computer/laptop, mobile technology, and standard office equipment.

Microsoft applications, including Office 365, SharePoint, Teams, Power BI, and related automation tools.

Travel and expense platforms, such as Sabre, Concur, and Deltek Costpoint/TESS.

Other approved communication and collaboration platforms, as applicable.

Travel Requirements:

Travel is required less than 10%.

The expected US Based hiring salary range for this role is listed below. Candidates 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 bu