Travel Claims Assistant (Finance), Makati

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