Project Administration Officer, Malaria and Neglected Tropical Diseases (11537)

Project Administration Officer, Malaria and Neglected Tropical Diseases (11537)

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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.

The Malaria and Neglected Tropical Diseases (MNTDs) program, as a leader in the effort to end malaria illnesses and deaths, refines and develops tools and approaches, supports national programs, and builds evidence and data to empower national governments to pursue malaria elimination.

The MNTDs program is seeking a Project Administration Officer to manage the financial, administrative, and operational aspects of donor-funded projects within the portfolio. The Project Administration Officer will report to the MNTDs Director of Finance and Administration with a matrixed reporting relationship with the directors of the assigned projects. The individual will work closely with project directors and project teams to ensure operational aspects of the projects are well-managed and meet donor and PATH requirements. They will provide guidance to the project teams regarding how to navigate PATH’s processes and procedures; and will work in partnership with PATH’s business, finance and operations units to provide the support and resources required to successfully implement project activities while remaining in compliance with PATH and donor policies and procedures.


Budget and Financial Management

  • Manage financial aspects of activities for assigned projects, including monitoring project expenses against donor and annual budgets, monitoring labor spending against approved budgets, reviewing general ledger transactions for appropriateness and accuracy, and correcting budget and coding problems in a timely manner
  • Develop and track annual project work plans and budgets
  • Prepare regular financial analysis and reporting as needed to facilitate project decisions
  • Advise teams on long-range budget/planning issues; staffing resources; monitor expenses and budgets; implement financial tracking systems; and conduct financial analyses including forecasting and pipelines
  • Review and approve financial transaction documentation, ensuring it is complete, accurate, and complies with applicable polices and internal procedures

Award Administration

  • Ensure compliance with donor rules and regulations (including USAID, BMGF, and other donors), and with PATH’s award from primary recipient organizations. Serve as the team resource for questions related to management of award and donor requirements
  • Manage and track the award budgets and variances, and manage financial reporting to the donors

Contracts management

  • Manage all contractual responsibilities for project teams, including (but not limited to) subcontracts, sub-agreements, collaborative agreements, purchase orders, work orders, and consultant agreements
  • Develop, negotiate, and monitor subordinate agreements and subcontracts
  • Review contractual scopes of work and devise milestone payment schedules and/or reimbursable payment terms
  • Using PATH’s best practices, develop tracking and monitoring systems to ensure timely receipt of all deliverables, adherence with terms of all agreements, and timely payments to sub-recipients

Compliance, coordination, and operations

  • Manage day-to-day administration for the project teams
  • Serve as a liaison between the project teams and PATH shared services groups, such as Procurement, Legal, Human Resources, Accounting, and Grants and Contracts
  • Maintain an active knowledge and understanding of PATH policies and procedures as well as donor rules and regulations; seek out guidance from the relevant authority to resolve policy questions
  • Work with project staff, including country-based teams, to ensure compliance with PATH and donor requirements, requesting additional support as needed to implement activities successfully and in compliance with policies and procedures
  • Backstop project managers and other team members on programmatic issues/activities
  • Maintain regular communication with and provide support and guidance to country-based administrators for financial, administrative, and operational issues
  • Participate in program development and proposal writing and budgeting
  • Liaise with donors on contractual and financial issues, as needed
  • Assist with writing, editing, and coordinating reports, as requested
  • Assist with HR management, recruiting and onboarding of new staff
  • Coordinate procurement and logistics, including commodities for field work, project meetings, and capacity building workshops held in project countries
  • Identify, implement, and manage team tools to improve communication, work efficiency, and collaboration within and across the team and partners
  • Coordinate project reporting to donors / prime recipient funders
  • May serve as manager for junior administrative staff
  • English fluency required; professional proficiency in French preferred

Required Experience

  • Bachelor’s Degree plus a minimum of five years of experience or an equivalent combination of education and experience in financial management and grants and contract administration, preferably with an international organization
  • Specific experience managing subawards/subgrants/subcontracts
  • Effective time-management and organization skills, with the ability to handle a high volume of large, complex tasks
  • Fluency in English is required with strong oral and written presentation skills. (Professional proficiency in French is preferred)
  • Demonstrated ability to work well with cross-functional, cross-geographical teams to accomplish objectives
  • Demonstrated creative problem-solving and lateral thinking ability
  • Strong communication and interpersonal skills, particularly negotiation, listening, judgment, analytical skills
  • Ability to work effectively in a fast paced, rapidly changing environment, and to work on multiple work streams and projects simultaneously
  • A cover letter is required

Must have legal authorization to work in the United States or Switzerland.

Remote Work:

PATH continues to evolve to support our employees during the COVID-19 pandemic. Currently, most of PATH’s US based positions are temporarily 100% remote, within commuting distance to our PATH offices. When PATH transitions more broadly to in-person work, we will operate with a hybrid workplace model. Hybrid employees must reside within commuting distance to one of our PATH offices. PATH’s US offices are located in Seattle, WA and Washington, D.C.

COVID-19 Vaccine Requirement:

PATH has instituted a COVID-19 vaccine mandate for all employees, interns, consultants, and temporary staff based in the United States. Individuals selected for job opportunities in the United States must be fully vaccinated, and show proof of vaccination status, upon hire. Individuals are considered fully vaccinated 2 weeks after their second dose in a 2-dose series, such as Pfizer or Moderna, or 2 weeks after a single-dose vaccine, such as Johnson & Johnson. Individuals with medical issues or sincerely held religious beliefs that prevent them from getting the vaccine may request an exemption from the vaccine requirement.

PATH is dedicated to building an inclusive workforce where diversity is valued.

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.