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…