PATH is an international nonprofit organization that creates sustainable, culturally relevant solutions, enabling communities worldwide to break longstanding cycles of poor health. PATH's mission is to improve the health of people around the world by advancing technologies, strengthening systems, and encouraging healthy behaviors.
PATH's Malaria Control and Evaluation Partnership in Africa (MACEPA) partners with national governments to plan and evaluate malaria control program implementation. MACEPA is committed to developing tools and approaches that can be adapted and shared between and across malaria endemic countries to improve national capacity to scale up and maintain high coverage of malaria prevention and control interventions.
At PATH we consider every role on the team critical to our success and are seeking a full time Project Administrator to lead the administrative team in Lusaka, Zambia.
Reporting to the Sr. Administrative Officer based at Headquarters, the Project Administrator will lead the financial infrastructure and systems needed to support MACEPA’s strategic objectives with Zambia and throughout the region. S/he will be responsible for the oversight of administrative and financial systems including budget projections, accounts payable and records management. The ideal candidate will not only be able to reconcile financial activities but should also be skilled at capturing key data and refining processes in order to better document financial operations.
Budgeting and Financial Management
- Lead the development, management and monitoring of budgets for the MACEPA Project in Zambia in coordination with Zambia-based team leaders and Malaria Control Program's Seattle-based Senior Administrative Officer.
- Develop quarterly cash expenditure projections, in accordance with PATH procedures, for use in the PATH Zambia quarterly cash request.
- Oversee preparation and review of financial transaction documentation to ensure it is complete, accurate, and complies with applicable polices and internal procedures; review documentation prepared by other team members to ensure quality of work, including accuracy, attention to detail, and compliance.
Contract Management and Procurement
- Assist technical staff in the development and submission of documents for consultants, contracting, and procurements; monitor and report progress against contract and agreement SOWs, budgets, reporting, payment schedules and deliverables.
- Develop and maintain a procurement plan for MACEPA Zambia Team, based on the annual work plan, in coordination with program and technical staff; establish the timeline for initiation of procurements, allowing time for complete procurement process per PATH procurement policy.
Implementation Support Project Activities
- Work with technical staff to plan the administrative and financial resources required for work plan activities; and work through established channels and procedures to put those resources in place.
- Ensure that all activities are conducted with the approval of appropriate MACEPA designees for expense approval and technical oversight.
- Facilitate timely processing of transactions by the PATH Zambia finance unit, liaising with the Site Administrator to coordinate and plan for processing and generation of payments, purchase orders, etc.
Supervision and Coordination
- Ensure efficient record-keeping and financial transaction tracking.
- Oversee financial and administrative operations for MACEPA’s Zambia-based activities ensuring compliance with PATH policies, and PATH Zambia and MCP policies and procedures.
- Maintain an active knowledge and understanding of PATH and MACEPA 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.
- Maintain regular communication with the Seattle-based 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.
- May support other MCP activities from time to time, as needed.
- Supervise administrative support staff.
- Advanced level skills in Microsoft Word, Excel, Access, and Outlook; Experience using budget management software with the ability to create and manage advance workbooks in Excel.
- Well-organized and attention to details with good follow-through skills
- Strong communication skills; ability to conveying budget and management policy to technical staff, communicate PATH policies to partners and work with MACEPA staff around the world to troubleshoot when needed.
- Good financial management skills; strong emphasis on adhering on donor regulations and keeping detailed financial records, managing/overseeing records management and accounts payable.
- Budget projection and forcasting experience required
- Good understanding of USAID rules and regulations will be an added advantage.
- Proven interpersonal skills and ability to work effectively in a team
- Excellent written and spoken English.
- Able to travel internationally for training and meetings
- Able to travel domestically in support of project activities
- Currently eligible to work in Zambia
Required Experience
Bachelor's degree in accounting, business management, public administration, plus a minimum of five years of progressively responsible financial management responsibility in an NGO environment to include supervision of staff, report development, and maintaining the highest standards of accountability and compliance with organizational policies and procedures; or an equivalent combination of education and experience.
Preferred Experience
Master's degree in Business Administration, Accounting, or Finance plus seven years of experience in administrative and financial management and with five years of management level experience in an international non-profit organization working in international health and/or development. Advanced budget management software skills and experience using database management software. Experience using MS Project and supporting workplan development and management preferred.
Snr Project Administator (4909)
Lusaka, ZAMBIA
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