PATH recruits 01 Project Administrator

PATH recruits 01 Project Administrator, Thiès, Senegal.

Job Description

PATH is a global organization that works to accelerate health equity by bringing together public institutions, businesses, social enterprises, and investors to solve the world’s most pressing health challenges. With expertise in science, health, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales solutions—including vaccines, drugs, devices, diagnostics, and innovative approaches to strengthening health systems worldwide.

The Malaria Control and Evaluation Partnership in Africa (MACEPA), a program at PATH, is a leader in the fight to end malaria illnesses and deaths. MACEPA refines and develop tools and approaches, invests in national programs, and builds the data that empower national governments to pursue elimination. MACEPA is partnering with countries that have achieved major reductions in malaria illness to develop evidence-based approaches to eliminating the disease. The approach involves optimizing coverage of prevention, diagnosis, and treatment interventions, and advanced surveillance methods to track and treat remaining cases. PATH MACEPA currently works in 4 regions in Senegal: Saint-Louis, Matam, Louga and Tambacounda; and is looking to extend to 25 more districts throughout the regions.

PATH is seeking a Project Administrator (PADM) Officer to provide financial and administrative support to the MACEPA implementation projects in Senegal, while based in Thies. The PADM will manage the contractual, financial, and compliance requirements of the MACEPA projects with support from colleagues in PATH’s headquarters. They will provide guidance to the Senegal team regarding donor compliance; ensure financial allowability, allocability, and reasonableness of costs; and provide oversight and guidance to financial management practices.

Responsibilities

Budgeting and Budget Monitoring:

Lead the budgeting process for the Case Investigations Scale up project. In coordination with the RPM and the workplan coordinator, cost Senegal Team annual work plans and develop the annual team budget. Liaise with Dakar based Senior Program Administrator for approval and entry into PATH’s budgeting system.
Monitor the budget using monthly expense and labor reports and PATH financial systems; review unexpected and inappropriate charges; keep project manager informed of spending against the budget and highlight budget variances or any adjustments that may be required to the work plan or budget.
Update the budget to reflect adjustments to the work plan or changes in resource requirements.
Ensure there is proper planning and accomplishment of project activities and deliverables completion as per their due date on the workplan
Develop quarterly cash expenditure projections with Senior PADM, in accordance with PATH Senegal procedures, for use in the PATH Senegal quarterly cash request.

Financial Documentation and Transaction Workflow:

Oversee financial transaction documentation (RATs, TERs, WARs, WERs, etc.) and ensure it is complete, accurate and complies with applicable policies and internal procedures; review documentation prepared by other team members to ensure quality of work quality of work, including accuracy, attention to detail and compliance.
Ensure that team transaction requests are submitted following PATH and PATH Senegal established processes and procedures.
Initiate communication in advance with the PATH Senegal finance unit in cases in which established processes and procedures present a barrier to successful implementation of activities; work collaboratively with leadership of that unit to arrive at solutions which will allow effective implementation while maintaining compliance with policy.
Facilitate processing of transactions by PATH Senegal, liaising with the Finance Officer for processing and generating of payments, etc.

Policies and Procedures:

Maintain an active knowledge and understanding of policies and procedures; seek out guidance from the relevant authority to resolve policy questions; and recommend changes to policies and procedures when appropriate and necessary.
Oversee financial and administrative operations for MACEPA Senegal team, ensuring compliance with PATH policies and PATH Senegal and MCP policies and procedures.

Contracting and Contract Management (Subagreements, subcontracts, consultancies and larger/international procurements):

Assist program or technical staff in the development of Scope of Work documents and/or specifications for consultants, contracting, partnering and procurements.
Prepare and compile all required documentation and submit complete package to project management team for review and submission to PATH corporate services for contracting.
Monitor progress for contract and agreement SOWs, budgets, reporting and payment schedules, report progress and any concern to the MACEPA Senegal Country Coordinator or relevant program or technical staff.
Review consultant, contractor, partner and vendor invoices and reports; submit deliverables (financial and progress reports) to MCP Management Team in Seattle; and request payments as appropriate.
Proceed to close-out processes and submit appropriate documentation

Procurement:

As appointed “Buyer” on Business World, assign the approved requisitions into purchase orders and send them to the requester.
Solicit and track vendors’ quotes, find quotations and prepare procurement documentation (Procurement Request Forms) in accordance with PATH policy.
Coordinate with technical staff to describe goods or services required and develop requirements documents (requests for quotations, specifications lists, SOWs, etc.)
International procurement: prepare requirements documents (specification, SOWs, etc.) for large and internationally sourced procurements (commodities, equipment, etc.) in consultation with program and technical staff; coordinate with the MCP management team in Seattle for execution of the procurement process

Implementation Support for Project Activities:

Communicate with or support team members to liaise with the Ministry of Health, national and international partners or institutions and PATH-MACEPA teams elsewhere.
Reinforce team members to follow up on outstanding activities and communications.
Participate in quarterly work plan and budget review meetings.
Oversee the planning and coordination the full range of logistics for workshops, meetings & field work exercises; Analyze options for performing field payments with more security.
Oversee case investigations funds replenishment.
Maintain regular communication with the management team regarding project administration issues, highlighting issues that need attention, and requesting additional support as needed to implement activities successfully and in compliance with policies and procedures.

Required Experience

Three to five years of experience in project management.
Master’s degree in business administration, public administration, nonprofit management, or a related field; equivalent experience will be considered in place of a Master’s.
Demonstrated financial management skills.
Excellent verbal and written communication and interpersonal skills.
Proficient in Microsoft Office software suite, and ability to learn financial systems/software.
Strong organizational skills, high level of attention to detail, and effectiveness under deadlines.
Clear and diplomatic communication.
Able to multi-task for multiple teams.
Ability to work in a team environment with minimum supervision.
Demonstrated experience with administrative management of US government grants and contracts is highly desired.
Demonstrated experience managing awards from the Department for International Development is highly desired.

Must have legal authorization to work in Senegal

PATH is dedicated to building an inclusive workforce where diversity is valued.

PATH is an equal opportunity employer. Every qualified applicant will be considered for employment. PATH does not discriminate based on race, color, religion, gender, sexual orientation, gender identity, genetic information, age, national origin, marital status, disability status, political ideology, military or protected veteran status, or any other characteristic protected by applicable federal, state, or local law.