Travel Administrator
FHI 360Job 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: Travel: Reviews travel authorizations, supporting documentation, and traveler requirements to ensure compliance with organizational policies and procedures, project and funder requirements, cost guidelines, and established approval protocols. Coordinates domestic and international travel requests for employees and supported travelers, including individual travel, group travel, workshops, meetings, and conferences. Arranges airfare, accommodations, ground transportation, and related travel services through the designated Travel Management Companies (TMC), approved booking platforms, procurement systems, and vendors, applying available contracts and negotiated rates to support cost-effective travel. Confirms travel arrangements and traveler readiness, verifies required approvals and documentation, and communicates itineraries, booking details, destination requirements, deadlines, and relevant travel information to travelers and internal stakeholders. Supports passport and visa processing by providing procedural guidance, reviewing application requirements, preparing business letters and supporting itineraries, coordinating submissions with designated vendors, and monitoring deadlines to support timely travel. Coordinates with the TMC, booking platforms, and vendors to monitor unused ticket credits, exchanges, cancellations, and refunds and ensures they are documented and processed in accordance with established procedures. 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 …