Location: Edinburgh, UK – flexible work environment
Position Status: Full time, permanent
Salary: The starting salary range for this position in the UK is 27,280 GBP commensurate on professional experience
Closing date: Please submit application and cover letter by December 22nd
Current unrestricted right to work in the UK is required at the time of application for this position.
About Mercy Corps
Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.
The Program / Department / Team
The Travel and Expense Department oversees the coordination of Mercy Corps travel and expense processes in partnership with external vendors, with the goal of streamlining travel planning, booking, and expense reimbursement processes while maintaining compliance requirements of Mercy Corps and donor policies.
The Position
The Travel & Expense Coordinator will play an important role in providing support to Mercy Corps travelers. This position helps support day-to-day travel operations, including service levels with travel vendors, customer service, team member education, as well as process/policy adherence. Additionally, this role will support the operation of Mercy Corps expense management system and related processes.
Essential Responsibilities
TRAVEL COORDINATION AND COMMUNICATION
* Act as a point of contact for any travel related questions or issues from team members.
* Monitor travel inbox and provide timely responses to traveler inquiries.
* Troubleshoot problems that travelers and their arrangers may encounter in regards to travel and the travel system.
* Act as a point of contact for day-to-day issues that arise with Travel Management Company (TMC) and work with TMC to resolve issues.
* Coordinate with Airline and Hotel vendors as needed to support travelers and resolve issues.
COMPLIANCE AND TRAINING
* Understand donor and Mercy Corps policies (including Fly America Act), procedures, rules and regulations to monitor and ensure compliance.
* Educate Mercy Corps employees on the travel system, policies and procedures.
EXPENSE SUPPORT
* Assist as needed with day-to-day support of Mercy Corps expense management system (Databasics).
* Act as a point of contact for expense related questions in collaboration with Finance.
* Assist Finance with troubleshooting unmatched travel transactions.
Supervisory Responsibility
None.
Accountability
Reports Directly To: Director of Travel and Expense
Works Directly With: Travelers, Finance, Procurement, Databasics System Team, and travel vendors
Accountability to Participants and Stakeholders
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.
Minimum Qualifications & Transferable Skills
* Bachelor’s degree or 2+ years of administrative experience with a customer service focus.
* Highly organized, detail-oriented with independent problem-solving skills.
* Strong ability to communicate clearly and succinctly; intercultural communication experience preferred.
* Ability to learn new systems quickly.
* Demonstrated history of providing excellent customer service, meticulous attention to detail, and ability to follow procedures, complete tasks, meet deadlines and work well under pressure and cooperatively with team members is required.
* Intermediate skills in Microsoft Word and Excel, as well as the ability to navigate the internet and intranet are required.
* Demonstrated experience maintaining confidential information.
Success Factors
The successful Travel & Expense Coordinator is self-directed, innovative, action-oriented and an avid learner. They are able to work independently, employ effective time management skills, thrive in fast-paced environments and handle frequent interruptions and shifting priorities without sacrificing composure or excellent customer service. This individual demonstrates flexibility, resilience and the ability to build effective relationships with a wide variety of individuals. They consistently maintain high ethical standards and treat all people with respect and dignity.
Living Conditions / Environmental Conditions
The position can be based in Edinburgh and may require limited travel as needed.
Ongoing Learning
In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development.
Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.
Equal Employment Opportunity
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact. We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all.
Safeguarding & Ethics
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC.
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