Travel Administrator

FHI 360 • Washington, DC

5d • $63,000 - $76,000

About The Position

Coordinates 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 compliant with applicable requirements.

Coordinates travel authorizations, advances, vendor setup, passport and visa support, and domestic and international travel arrangements. Works with designated Travel Management Companies (TMCs), 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 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.

Requirements

• Associate’s degree or international equivalent in a related field.
• 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 (USG) regulations.
• Experience troubleshooting travel and expense systems and resolving related customer service issues, such as 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 reading, writing, and speaking 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 resolve problems of varying scope or recommend solutions using sound judgment and established policies and procedures.
• Ability to sit and stand for extended periods and lift 5–25 lbs.
• Travel required less than 10%.

Nice To Haves

• Experience in a nongovernmental organization (NGO).

Responsibilities

• Review expense submissions and supporting documentation for compliance with organizational policies, project and funder requirements, cost guidelines, approval protocols, and record-retention standards.
• Process expense reports and reimbursement requests for domestic and international travel, groups, workshops, meetings, and conferences; verify business purpose, approvals, receipts, allowable costs, currency conversions, and project and account allocations.
• Process vendor invoices, payment requests, and related forms, ensuring documentation is complete, accurate, authorized, and submitted on time.
• Reconcile corporate credit card accounts, validate charges and supporting documentation, research outstanding or disputed transactions, and submit completed reconciliations for payment and posting.
• Research expense discrepancies and prepare journal entries, account reallocations, corrections, and general ledger adjustments.
• Complete expense file closeout and confirm advances and outstanding transactions are resolved according to departmental, project, and funder requirements.
• Provide transaction details and supporting documentation for audits, financial reviews, reconciliations, and management inquiries.
• Support vendor onboarding and maintenance, including setup, documentation validation, invoice and payment-request coordination, system record maintenance, and resolution of vendor issues.
• Serve as a resource for employees, clients, supported travelers, and partners by communicating 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 on travel and expense processes and systems, and reinforce compliance through job aids and reference materials.
• Support system upgrades, enhancements, integrations, and releases by participating in requirements validation, user acceptance testing, issue documentation, deployment readiness, and post-go-live stabilization.
• Support the design and implementation of travel programs, projects, policies, procedures, controls, and workflow improvements; identify opportunities to improve service, compliance, data quality, and efficiency.
• Maintain complete and accurate travel and expense records, departmental resources, system and process documentation, training materials, and user-support materials in accordance with retention and funder requirements.
• Coordinate travel authorizations, advances, passport and visa support, and domestic and international travel bookings with travel management companies, reservation systems, and vendors.
• Confirm traveler readiness and communicate booking information, documentation requirements, deadlines, and relevant travel details.
• 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.
• Full-time, US-based staff receive 18 days of paid vacation per year.
• Full-time, US-based staff receive 12 sick days per year.
• Full-time, US-based staff receive 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