Visa Specialist - Travel Administrator

Job Summary:

Utilizes an outside travel agency and/or online system to provide support to FHI 360 supported business travelers. This position functions as a Lead Travel Administrator and coordinates business travel for FHI 360 employees and supported travelers consistent with the organization policies, funder requirements and cost guidelines. Procures and supports the travel reservation process for; submitting and obtaining passports, visas and other required travel documentation, ensures documents are received in time for travel. Supports travel procedures and FHI 360 internal system questions and troubleshooting. Supports and performs other related travel administrative duties.

This role is remote based but only open to candidates who are located in the Washington, D.C. area and able to travel, upon request, to DC embassies, consulates, or the DC office to troubleshoot and/or navigate complex issues and requests.

Accountabilities:

Passport/Visa Specialist:

• Responsible for all aspects of passport and visa processing and enforcing company policies and procedures.

• Proactively communicates required documentation needs and responds to staff and supported travelers based on destinations, submissions requirements and deadlines.

• Leads visa and passport processing, by facilitating traveler document and application submissions with required vendors to ensure documents are received in time for travel.

• Responsible for tracking practices related to passport and visa process to forecast possible issuance delays and communicate development regarding process changes.

• Responsible for maintaining visa tracking reporting, guidelines, and requirements as well and preparation of periodic reporting on submission, and success rates.

• Works closely with supervisor to ensure files are processed per departmental, project and funder requirements.

• Resolves Travel & Expense (T&E) passport and visa issues, discrepancies and responds to questions from employees, clients, and company partners.

• Supports implementation of Travel passport and visa programs, projects, and departmental policies and procedures.

• Provides new employees and team member orientation and training to supported users, team members and staff regarding travel procedures, policies, and related T&E systems.

• Manages departmental workflow assignments to and in coordination with team members.

• Acts on behalf of the Manager when delegated.

• Performs other related duties as assigned.

Applied Knowledge & Skills:

• Proficiency in related job requirements, travel systems.

• Proficiency in SharePoint, Power Bi and other power automation applications.

• Proficiency in Microsoft programs and applications.

• Must be able to read, write and speak fluent English, fluent in host country language.

• Articulate, professional and able to communicate in a clear, positive manner.

• Excellent oral, written, and interpersonal skills.

• Excellent organizational skills

• Ability to work in a fast-paced, customer-driven environment.

• Experience with highest level of services to customers and strong decision-making, problem-solving, and project management skills.

• Ability to work independently, multi-task, prioritize, and manage time effectively in a high stress, detail, and deadline driven team environment.

Problem Solving & Impact:

• Works on problems that are diverse in scope and require judgment in resolving or making recommendations.

• Strong decision-making, problem-solving, and project management skills.

• Exercises judgment within defined policies and procedures to obtain solutions and perform duties.

• Decisions made generally affect own job or specific functional area.

Supervision Given/Received:

• Has no supervisory responsibility.

• 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 10+ years of travel coordination/reimbursement and administrative support experience.

• Prior experience with visa submissions, processing, and navigating complex visa requirements required. Problem solving and resolution decision making along with other departmental responsibilities as required.

• Domestic and International Corporate travel planning experience required.

• Prior experience with USG regulations required.

• Prior experience in a non-governmental organization (NGO) required.

• Prior experience with implementation, support, maintenance, and administration of travel related programs required. (see above)

• Prior experience troubleshooting travel systems and their related customer service issues required.

• Prior experience in training and supporting travel system users 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:

• Personal Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, e-mail. SharePoint, etc.), Concur, Deltek/Costpoint (TESS), office telephone, cell phone and printer/copier.

Travel Requirements:

• Less than 10%

The expected US Based hiring salary range for this role is listed below. Candidate 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 budget. 

Base salary is only one component of our offer. FHI 360 contributes 12% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, 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.

US Based Hiring Salary Range: $65,000 - $85,000

International hiring ranges will differ based on location.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email [email protected].

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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