Project Administration Officer, Malaria and Neglected Tropical Diseases (11537)

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

The Malaria and Neglected Tropical Diseases (MNTDs) program, as a leader in efforts to end malaria-related illness and death, refines and develops tools and approaches, supports national programs, and gathers evidence and data to empower national governments to pursue malaria elimination.

The MNTD Program seeks a Project Administration Officer to manage the financial, administrative and operational aspects of donor-funded projects within the portfolio. The Project Administration Officer will report to the MNTD Director of Finance and Administration with a matrix reporting relationship to the assigned Project Directors. The person will work closely with project directors and project teams to ensure that the operational aspects of projects are well managed and meet donor and PATH requirements. They will provide guidance to project teams on how to navigate PATH processes and procedures; and will work in partnership with PATH’s business, finance, and operational units to provide the support and resources necessary for the successful implementation of project activities while remaining compliant with PATH and donor policies and procedures.

Responsibilities

Budget and financial management

  • Manage the financial aspects of assigned project activities, including tracking project expenditures against donor and annual budgets, tracking labor expenditures against approved budgets, reviewing major book to check for relevance and accuracy, and correct budget and coding issues in a timely manner
  • Develop and monitor annual project work plans and budgets
  • Prepare regular financial analyzes and reports as needed to facilitate project decisions
  • Advise teams on long-term budget/planning issues; personnel resources; monitor expenditures and budgets; set up financial tracking systems; and perform financial analysis, including forecasting and pipelines
  • Review and approve documentation of financial transactions, ensuring that it is complete, accurate and in accordance with applicable internal policies and procedures

Administration of rewards

  • Ensure compliance with donor rules and regulations (including USAID, BMGF, and other donors) and with the PATH award of major recipient organizations. Serve as a team resource for questions related to managing rewards and donor requirements
  • Manage and track budgets and price variances, and manage financial reporting to donors

Contract management

  • Manage all project team contractual responsibilities, including (but not limited to) sub-contracts, sub-agreements, collaboration agreements, purchase orders, work orders, and consultant agreements
  • Develop, negotiate and monitor subordinate agreements and sub-contracts
  • Review contractual scopes of work and design milestone payment schedules and/or reimbursable payment terms
  • Using PATH best practices, develop tracking and monitoring systems to ensure timely receipt of all deliverables, adherence to terms of all agreements, and timely payments to sub-recipients

Compliance, coordination and operations

  • Manage the daily administration of the project teams
  • Serve as a liaison between project teams and PATH shared services groups, such as procurement, legal, human resources, accounting, grants, and contracts
  • Maintain active knowledge and understanding of PATH policies and procedures as well as donor rules and regulations; seek advice from the appropriate authority to resolve policy issues
  • Work with project staff, including country-based teams, to ensure compliance with PATH and donor requirements, requesting additional support as needed to implement activities successfully and in accordance with policies and procedures
  • Support project managers and other team members on programmatic issues/activities
  • Maintain regular communication with and provide support and guidance to country-based administrators on financial, administrative and operational matters
  • Participate in program development, proposal writing and budgeting
  • Liaise with donors on contractual and financial matters as required
  • Assist in writing, editing and coordinating reports, as requested
  • Participate in human resources management, recruitment and integration of new employees
  • Coordinate procurement and logistics, including commodities for field work, project meetings and capacity building workshops held in project countries
  • Identify, implement and manage team tools to improve communication, work efficiency and collaboration within and between the team and partners
  • Coordinate project reporting to donors/primary recipient donors
  • May serve as manager for junior administrative staff
  • Fluency in English required; professional proficiency in French desired

Experience required

  • Bachelor’s degree plus a minimum of five years of experience or an equivalent combination of education and experience in financial management and grant and contract administration, preferably with an international organization
  • Specific experience in managing sub-grants/sub-grants/sub-contracts
  • Effective time management and organizational skills, with the ability to handle a high volume of large and complex tasks
  • Fluency in English is required with strong oral and written presentation skills. (Professional fluency in French is preferred)
  • Demonstrated ability to work well with cross-functional and cross-geographic teams to achieve goals
  • Demonstrated ability for creative problem solving and lateral thinking
  • Strong communication and interpersonal skills, especially negotiation, listening, judgment, analytical skills
  • Ability to work effectively in a fast-paced, fast-paced environment, and work on multiple workflows and projects simultaneously
  • A cover letter is required

Must have legal authorization to work in the United States or Switzerland.

Remote work:

PATH continues to evolve to support our employees during the COVID-19 pandemic. Currently, most US-based PATH positions are temporarily 100% remote, within commuting distance of our PATH offices. When PATH transitions more broadly to in-person work, we will operate with a hybrid workplace model. Hybrid employees must reside within commuting distance of one of our PATH offices. PATH’s US offices are located in Seattle, WA and Washington, DC

COVID-19 vaccine requirements:

PATH has instituted a COVID-19 vaccination mandate for all U.S.-based employees, interns, consultants, and temporary staff. Individuals selected for employment opportunities in the United States must be fully vaccinated and present proof of their vaccination status when hired. Individuals are considered fully vaccinated 2 weeks after their second dose in a 2-dose series, such as Pfizer or Moderna, or 2 weeks after a single-dose vaccine, such as Johnson & Johnson. People with medical conditions or sincere religious beliefs that prevent them from getting vaccinated can apply for an exemption from the obligation to vaccinate.

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

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

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