PLEASE NOTE THAT THIS IS NOT AN INTERNATIONAL POSITION. NATIONALS OR RESIDENTS FROM THE COUNTRIES STATED BELOW WILL BE CONSIDERED ONLY.
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 Field Programs division seeks a Senior Administrative Officer to further our commitment to support and develop our country programs effectively and successfully. This is a new position with regional responsibilities across Africa, reporting to the Director of Field Support and Coordination (FST) 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, contracting and grants, with experience meeting requirements of prominent donors such as USAID, Global Fund, and the Bill & Melinda Gates Foundation. Talent for 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 will include:
1) Staff Capacity Development
a) Train, support and mentor field-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.
b) Working with the Human Resources Training Team and others, engage in the creation, review, testing and revision of training content for PADMs and serve as a co-facilitator for classroom training.
c) Create, develop, and field-test tools, job aids and resources that support PADMs working in the field; includes consultation with headquarters and field-experienced teams.
d) Provide guidance to field staff working with donors on contractual and financial questions as well as interpretation of donor policies and regulations.
e) Foster community for field-based PADMs and strengthen linkages with US-based PADM community through teleconferences, encouraging mentor relationships, etc.
f) Build relationships between field-based PADMs and headquarters teams to facilitate completion of work per PATH requirements.
2) Support for PATH offices
a) Provide intensive support to field offices during project startup, expansion, contraction and closing.
b) Provide orientation and training for field staff during all phases of office and/or project startup, particularly re PATH’s administrative organization and resources, Project Manager and PADM responsibilities, and key contacts within PATH.
c) Participate in hiring teams for field-based PADM positions, including interviewing selected candidates and providing recommendations to hiring managers.
d) Develop and monitor training plans tailored to individual and project needs for field PADMs newly hired or identified as needing performance improvement.
e) Provide senior-level consultation on business systems and processes to local and headquarters management and provide local training and support for adoption.
f) Perform and/or coordinate specific project administration tasks for Country Programs needing senior-level assistance, as assigned.
g) Lead or support development of cost proposals for field-based projects as assigned.
- Demonstrated ability to manage multiple simultaneous projects successfully, including fulfilling time-sensitive requests and managing competing priorities.
- Ability to see big picture and engage colleagues in problem-solving to accomplish what is needed in complex situations.
- In-depth knowledge of USAID and other international donor requirements as well as demonstrated effectiveness managing donor contracts, agreements and subagreements.
- Excellent financial management and budgeting skills.
- Solid understanding of essential administrative and supporting systems and internal controls, particularly in international NGOs.
- Demonstrated success working long-distance with both field-based and headquarters teams to meet project objectives and timelines.
- Proven effectiveness working across cultures, nationally, regionally, and internationally.
- Ability to learn, adopt and champion new business systems and processes.
- Excellent English communication skills, oral and written. Ability to work in other languages a plus.
- Experience working in field offices of US-based INGO.
- Flexible and able to achieve results despite uncertainties.
- Proven track record of successful international mentoring in-person and at a distance.
- Extensive knowledge of the Microsoft Office suite of tools, particularly Excel, Word and PowerPoint, as well as the ability to learn other software tools readily and implement them successfully.
- A high level of integrity and professionalism.
- Available for international or regional travel up to 35%, typically 1-2 weeks per trip.
- Advanced degree in a business, finance, or management discipline.
- 10-12 years relevant experience including:
- At least 5 years working as a project administrator in a US-based international NGO.
- At least 3 years with responsibility for creating and delivering training to colleagues at all levels and from different countries, including ongoing mentoring.
Regional Senior Administrative and Capacity Building Officer