Job Description: Travel Claims Assistant
Key Responsibilities
Travel Claims Processing
- Review and analyze travel expense claims submitted by staff and non-staff from Headquarters (HQ), Regional Offices, and Country Offices.
- Verify the validity, accuracy, and completeness of claims in accordance with company Travel Rules and Regulations.
- Provide timely feedback to claimants regarding missing documentation or identified discrepancies.
- Ensure accurate and complete encoding of transactions in Oracle Wave (Online Travel Application) and Accounts Payable modules.
- Submit processed claims for second-level review and supervisor approval within required timelines.
Coordination and Stakeholder Management
- Coordinate with Staff Travel Coordination (STC) on ticket booking-related concerns.
- Liaise with the Department of Financial Management (DFM) for exceptional approvals and escalations.
- Coordinate with the Human Resources Administration Unit (HRAU) on employment status verification.
- Facilitate bank information updates with Manila Treasury Services (MTS) and Manila Human Resources Operations (MHRO) for payment processing.
- Work with ICT Support (Wave Travel) to resolve system or technical issues.
Monitoring and Reporting
- Monitor the timely submission of travel expense claims and liquidation of staff advances.
- Track and follow up on outstanding or pending claims.
- Maintain and update monitoring files and tracking systems.
- Provide daily status updates and reports on travel expense claims to the supervisor.
- Manage shared mailboxes related to Travel Claims and TEC processing.
- Monitor and resolve tickets in Freshservice FinCoorp within agreed SLA timelines.
Advisory and Process Improvement
- Respond to queries from claimants and stakeholders regarding claim settlement and travel policies.
- Provide guidance on the interpretation of travel regulations and expense computations.
- Stay updated on changes in travel policies, systems, and procedures.
- Assist in documenting and updating process flows and standard operating procedures.
- Support continuous improvement initiatives to enhance efficiency and accuracy.
Other Duties
Perform other accounting and finance-related tasks as assigned.
Qualifications
Education
Bachelors degree in Finance, Accounting, or a related field from an accredited institution.
Experience
- Minimum of 4 years of relevant experience in accounting, finance, or audit.
- Experience with travel expense processing or accounts payable is an advantage.
- Familiarity with Oracle systems and accounting processes is preferred.
- Skills and Competencies
- Strong knowledge of accounting principles, internal controls, and audit procedures
- Understanding of financial rules and regulations
- Knowledge of IPSAS is an advantage
- High attention to detail and accuracy
- Strong analytical and problem-solving skills
- Effective communication and stakeholder coordination skills
- Proficiency in Microsoft Office applications (especially Excel)
- Ability to manage multiple tasks and meet deadlines
