Visa Specialist - Travel Administrator

Job Summary:

Utilizes an outside travel agency and/or online system to provide support to FHI 360 supported business travelers. 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.

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 …