Visa Specialist - Travel Administrator
Company: FHI 360
Location: New York
Posted on: October 3, 2024
Job Description:
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 Basedhiringsalary 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 - $85,000International 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 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 .FHI 360
fosters the strength and health of its workforce through a,
professional developmentand policies and programs that support a
healthy work/life balance. Join our global workforce to make a
positive difference for others - and yourself. Please click to
continue searching FHI 360's Career Portal.
Keywords: FHI 360, Greenwich , Visa Specialist - Travel Administrator, Accounting, Auditing , New York, Connecticut
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