PATH is an international organization that drives transformative innovation to save lives and improve health, especially among women and children. We accelerate innovation across five platforms—vaccines, drugs, diagnostics, devices, and system and service innovations—that harness our entrepreneurial insight, scientific and public health expertise, and passion for health equity. By mobilizing partners around the world, we take innovation to scale, working alongside countries primarily in Africa and Asia to tackle their greatest health needs. Together, we deliver measurable results that disrupt the cycle of poor health.
PATH seeks to recruit a Project Administrator (PADM) who will manage the overall finance and operations management of projects assigned to her/him. S/he will serve as a bridge between country operations team and project personnel to initiate and execute project administrative activities.
Specific roles and responsibilities:
Financial Management
Lead development and preparation of the project’s activity and annual budgets;
Manage project/s activity budget in coordination with the Responsible Project Manager/s (RPM), prime contractor, subcontractors as appropriate;
Monitor expenditure level against project/s activity budget and alert the RPM and other project staffs of all budget variance;
Prepare and review different payments for contractors/consultants providing technical expert services;
Prepare /review project payments as per PATH system and ensures full documentation of all transactions;
Ensure that all financial transactions are properly coded and charged to the correct line items and project codes;
Ensure compliance with all financial and taxation laws of Ethiopia, Such as income tax, withholding tax, etc.
Review monthly Expenditure report and budgets with the RPM and Country office Finance and operations team;
Prepares periodic and regular project/s financial reports as deemed necessary;
Manage donor relationship relative to financial and regulatory aspects.
Contract Management
Initiate and execute sales force agreements for various services;
Monitor sub agreements, sub contracts and technical service agreements with partners and collaborating agencies, prime contractors, subcontractors and consultants;
Manage consultant agreements following PATH procedures, including payments, tracking and monitoring deliverables and budget;
Ensure that all agreements are entered in to only in accordance with PATH policies and procedures;
Logistics/Travel and Meeting
Assist project staffs in preparation of travel schedule, completion of travel forms and expense report;
Assist the RPM and other Senior staffs in managing visits of PATH staff based outside of Addis Ababa;
Assist with arrangements and provide support for local and regional meetings, trainings and workshops;
Manage project staff and visitors travel plans and arrangements;
Mange project vehicle/s;
Project Support/Procurement
Participate in preparation of work plans and reports, Scope of Works (SOW) and Terms of References (TOR) required for project implementation;
Establish system to support efficient project administration and compliance with applicable policies, rules and Requirements;
Provide full range of logistical arrangements for project related activities;
Initiate and involve in project procurement activities;
Organize, assemble, reproduce, bind and distribute reports, proposals, correspondences and other project/s materials.
Others
Undertake and support those requests from HQ and other units;
Create and maintain separate records for project/s files;
Participation in new business development –proposal budget development efforts;
Prepare Charities and Societies Agency (ChSA) annual work plan and report pertaining to project/s under her/his custody.
Job Requirement
Required Skills
Demonstrated organizational, managerial and supervisory, skills and abilities; sound judgment, and high ethical standards; flexible and able to adapt to changing priorities and deadlines;
Proven ability to build strong relationships, work well as part of a team, and to incorporate views of other disciplines into his or her work;
Ability to work independently, as well as in collaboration with colleagues and partners. Able to manage, develop and motivate a team of staff to achieve set objectives;
Strong analytic, verbal communication, computer and writing skills;
Demonstrated computer skills in Microsoft Office applications;
Willingness and ability to travel within and outside of Ethiopia;
Demonstrated excellent organizational and interpersonal skills;
Sound knowledge on donor rules and regulation is preferred;
Fluency in English is required.
Required Experience
BA/MA/MBA in Accounting and Finance, Business Administration, Project Management, or any relevant field of study
At least 7 years of experience in financial/operations management, project administration
Familiarity with and experience in implementing local financial rules and regulations, systems, and procedures preferably with NGO setting
NGO experience will be an asset
Experience in working from remote with local and international partners and colleagues