Senior Administrative Officer, International Operations & Support
PATH is an international nonprofit organization that transforms global health through innovation. We take an entrepreneurial approach to developing and delivering high-impact, low-cost solutions, from lifesaving vaccines and devices to collaborative programs with communities. Through our work in more than 70 countries, PATH and our partners empower people to achieve their full potential.
PATH is committed to expanding its reach and impact on health in low-resource regions around the world. As a result, PATH has greatly expanded its presence, in particular, in sub-Saharan Africa. With this expansion PATH recognizes that effective operational and administrative staff and systems at the country level are key to ensuring both project success as well as compliance with donor and regulatory requirements.
Therefore, PATH seeks a Senior Administrative Officer to further our commitment to effectively support and develop our field presence in Africa. This is a new position with regional responsibilities across Africa, reporting to the Director International Operations and Support based in Seattle. The individual will be based in one of the countries with an established PATH country program, i.e., Ethiopia, Kenya, South Africa, Tanzania, or Zambia.
The incumbent will have in-depth knowledge of project administration in the international NGO (INGO) operating environment, particularly in African countries. This includes strong knowledge of budgeting, office operations, contracting and grants, with experience meeting requirements of prominent donors such as USAID, Global Fund, and the Bill & Melinda Gates Foundation. Talent for mentoring, training, and group facilitation, as well as experience creating effective tools, job aids, procedures, etc., is required. S/he also will have a history of successfully working with both field-based and headquarters teams to meet project objectives and timelines, working on-site in field offices, and working daily with colleagues at a distance. Specific responsibilities include:
Staff capacity development
- Train, support and mentor Africa-based Project Administrators (PADMs) on the full range of their duties from project proposals, planning and budgeting, through all stages of implementation, reporting and project closeout.
- Train, support and mentor Africa-based Site Administrators (SADMs) on the full range of their duties from monitoring cash flow, finances and banking, and payroll management.
- Participate in the development and field-testing of tools, job aids and resources that support PADMs and SADMs; includes consultation with headquarters and field-experienced teams.
- Guide Africa-based staff on PATH’s systems with respect to donor policies and regulations
- Build relationships with Africa-based PADMs, SADMs and headquarters teams to facilitate completion of work per PATH requirements.
Support for PATH offices
- Provide intensive support to Africa-based offices during project startup, expansion, contraction and closing.
- Participate in the development and monitoring of training plans tailored to individual and project needs for Africa-based PADMs and SADMs newly hired or identified as needing performance improvement.
- Participate in hiring teams for Africa based PADM and SADM positions, including interviewing selected candidates and providing recommendations to hiring managers.
- Provide input to headquarters on new tools or systems in consultation with Africa-based staff.
- Perform and/or coordinate specific project administration tasks for programs needing assistance, as assigned, including the development of cost proposals for business development.
- Serve as resource for programs working in assigned countries; facilitate access to HQ support as needed.
- Keeping big picture in mind, suggest alternative ways for work flow processes and promote operational excellence and effective project management.
- Excellent financial management and budgeting skills.
- Ability to see big picture and proven success in creating structure and moving project teams toward goals despite uncertainties.
- Ability to coordinate project work involving team members at junior and senior levels across the organization
- In-depth knowledge of USAID and other international donor requirements as well as experience managing contracts, agreements and subagreements.
- Demonstrated success working long-distance with both Africa-based and HQ based teams to meet project objectives and timelines.
- Ability to learn, adopt and champion new business systems and processes.
- Extensive knowledge of the Microsoft Office suite of tools, particularly Excel, Word and SharePoint, as well as the ability to learn other software tools readily and implement them successfully. Expertise with Microsoft Project desirable.
- Excellent English communication skills, both written and spoken. Ability to work in other languages a plus.
- A high level of integrity and professionalism.
- Ability to identify business needs, gather and analyze information, and ensure that determine approach support approach.
Advanced degree in business, finance or related field plus ten years' relevant work experience. At least three years experience creating and delivering training to colleagues at all levels from a variety of countries. Available for regional travel up to 35%, typically 2-3 weeks per trip. Experience successfully mentoring staff in person and from a distance.
PATH is dedicated to diversity and is an equal opportunity employer.
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