Travel Administrator

FHI 360 • US-REMOTE-DC, DC

5d • $63,000 - $76,000

About The Position

The Travel Administrator coordinates the full Travel & Expense (T&E) lifecycle for FHI 360 employees and supported travelers, ensuring activities are accurately documented, properly authorized, cost-effective, and compliant with organizational policies, procedures, funder requirements, and cost guidelines. The role coordinates travel authorizations and advances, vendor setup, passport and visa support, and domestic and international travel arrangements through designated Travel Management Companies, approved booking systems, and other vendors. It confirms traveler readiness and communicates booking details, documentation requirements, deadlines, and other relevant travel information.

The position also supports expense reporting and reimbursement, vendor payment requests, advance and credit card reconciliation, journal entries, account adjustments, record maintenance, and financial closeout. It reviews supporting documents, approvals, project allocations, and charges for accuracy and compliance, helps resolve discrepancies, and responds to audit-related requests.

The Travel Administrator provides policy and procedural guidance, training, and functional support for travel and expense systems. The role troubleshoots user and process issues, coordinates escalation and resolution, and contributes to departmental workflows, databases, system testing, projects, program implementation, and continuous improvement. The position has no supervisory responsibilities and typically reports to a manager or director.

Requirements

• Associate’s degree or international equivalent in a related field.
• Typically at least five years of relevant experience in travel coordination, expense reimbursement, and administrative support.
• Experience planning domestic and international corporate travel.
• Experience with U.S. government regulations.
• Experience troubleshooting travel and expense systems and resolving related customer-service issues, such as those involving Concur and Deltek Costpoint/TESS.
• Experience training and supporting users of travel and expense systems.
• 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.
• Fluency 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, 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.
• Ability to sit and stand for extended periods and lift 5–25 lbs.

Nice To Haves

• Experience working in a nongovernmental organization (NGO).

Responsibilities

• Review travel authorizations, supporting documentation, and traveler requirements for compliance with organizational policies, project and funder requirements, cost guidelines, and approval protocols.
• Coordinate domestic and international travel for employees and supported travelers, including individual and group travel, workshops, meetings, and conferences.
• Arrange airfare, lodging, ground transportation, and related services through designated travel management companies, approved booking platforms, procurement systems, and vendors, using available contracts and negotiated rates.
• Confirm arrangements and traveler readiness, verify approvals and documentation, and communicate itineraries, destination requirements, deadlines, and other relevant information.
• Support passport and visa processing by providing procedural guidance, reviewing requirements, preparing business letters and itineraries, coordinating vendor submissions, and monitoring deadlines.
• Monitor unused ticket credits, exchanges, cancellations, and refunds with travel companies and vendors, and ensure they are documented and processed appropriately.
• Support vendor onboarding and maintenance, including vendor setup, document validation, invoice and payment-request coordination, system record maintenance, and resolution of vendor issues.
• Provide guidance to employees, clients, travelers, and partners on travel and expense policies, procedures, system requirements, roles, responsibilities, and support resources.
• Investigate travel and expense service, booking, documentation, transaction, access, process, and system issues; document findings; coordinate escalation; communicate status; and follow through to resolution.
• Develop and deliver user guidance, demonstrations, and training, and maintain job aids and reference materials to reinforce compliance.
• Support upgrades, enhancements, integrations, and releases for TESS and related platforms, including requirements validation, user acceptance testing, issue documentation, deployment readiness, and post-launch stabilization.
• Contribute to travel programs, projects, policies, procedures, controls, and workflow improvements to improve service, compliance, data quality, and efficiency.
• Maintain accurate travel and expense records, departmental resources, system and process documentation, training materials, and user-support materials in accordance with retention and funder requirements.
• Support expense reporting and reimbursement, vendor payments, travel advance and credit card reconciliation, journal entries, account adjustments, and financial closeout.
• Review expense documentation, approvals, project allocations, and charges for accuracy, completeness, and compliance; help resolve discrepancies and respond to audit-related requests.
• Perform other duties consistent with the role’s responsibilities as assigned.

Benefits

• FHI 360 contributes 7% of monthly base pay to a money purchase pension plan account.
• US-based full-time staff 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.
• Competitive benefits package.
• Professional development.
• Policies and programs that support a healthy work/life balance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree