Project Administrator, Global Health Programs
Tracking Code
10352

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.

PATH is seeking a Project Administrator (PADM) to provide financial and administrative support to the implementation of the Global Health Programs in Senegal.
The PADM will manage the contractual, financial, and compliance requirements 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.
They will provide support across other projects as needed.

Responsibilities

Budgeting and Budget Monitoring:

• Support the budgeting process for the projects. In coordination with the RPMs and the technical team, they will support to cost Senegal Team annual work plans and develop the annual team budget.
Liaise with the 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 (Request Advance Travels, Travel Expense Reports, Workshop Advance Requests, Workshop Expense Reports, 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, 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 Global Health Programs 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 Senegal Program Country Coordinator or relevant program or technical staff.
• Review consultant, contractor, partner and vendor invoices and reports; submit deliverables (financial and progress reports) to Management Team in Seattle; and request payments as appropriate.
• Proceed to close-out processes and submit appropriate documentation

Procurement:

• 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 required 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 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 Global Health Program 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 coordinate the logistics for workshops, meetings & field work exercises; Analyze options for performing field payments with more security.
• 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

• 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.
• Three to five years of experience in project management.
• Demonstrated financial management and budgeting skills including full cycle of developing budgets, monitoring expenses, making projections and making adjustments as needed.
• Good working experience with USAID funded projects, especially on cooperative agreements is preferred.
• 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.

Must have legal authorization to work in Senegal.

PATH is dedicated to diversity and is an equal opportunity employer.
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.

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Job Location
Dakar, Senegal
Company Location
Senegal, Dakar
Position Type
Full-Time/Regular