Global Project Administrator, Living Labs Initiative at PATH

This role will work closely with a global team located across multiple geographic locations and time zones (i.e., Nairobi, Lusaka, Dakar, Abuja, and Washington DC) and with a multi-disciplinary team across several programs within the institution (i.e., Center of Digital and Data Excellence [CoDE], Market Dynamics, Medical Devices and Health Technologies, and multiple country programs). We are looking for a dynamic team player who wants to be part of a growing, global team.

Financial

• Generate detailed monthly financial and labor reports for the core leadership team showing spending summary and spending per activity code; review posted transactions in general ledger and make corrections as needed.
• Monitor spending and create projections as needed to inform the core leadership team and guide spending decisions for county-level teams.
• Review and approve financial reports prepared by Donor Reporting and prepare financial narratives for donor reports as necessary.
• Oversee preparation of project financial transaction documentation in Kenya to ensure it is complete, accurate, and complies with applicable polices and internal procedures.
• Enter annual project budgets in Business World Planner (PATH’s internal financial tracking system) and update the data for PATH’s quarterly budget checks.
• Develop quarterly cash expenditure projections for PATH Kenya office.
• Review and approve requests for travel and workshops support activity implementation; provide logistical support as needed during project meetings, workshops, and trainings
• Assist in preparation and follow up of VAT- and tax-exemption applications as appropriate.

Contractual

• Assist project team with development and submission of documents for consultants, contracting with external organizations, and grantmaking; work with PATH’s Office of Grants and Contracts in the drafting and issuance of subordinate agreements; track receipt of subordinate agreement deliverables; review and approve subrecipient financial reports.

Procurement

• In coordination with the Program Coordinator, develop and maintain project procurement plan, based on the annual work plan; establish timeline for initiation of procurements, ensuring adequate time for customs clearance as applicable, and in adherence to PATH procurement policy.

Business Development

• Support project leadership and country-level teams by creating Opportunity records in Salesforce, requesting and managing Bid & Proposal funds, preparing proposal budgets and obtaining Proposal Budgeting team review and approval.

Other

• Serve on the Living Labs core leadership team to help develop strategy, translate the strategy into action plans, contribute to overall coordination of activities and resource allocation across Living Labs’ portfolio of projects, help identify and resolve risks, and facilitate the success of the project at a global level.
• Act as a liaison between project team and PATH shared services groups, such as Legal, Office of Grants and Contracts, Procurement, Human Resources, and Global Accounting.
• Maintain research insurance records in Salesforce for the Living Labs portfolio and make quarterly updates.
• Maintain knowledge of PATH and Living Labs policies and procedures and work with project staff to ensure compliance; seek out guidance from the relevant authority to resolve policy questions; and recommend changes to policies and procedures when appropriate.

Required Skills & Experience

• Degree in management, finance, business, accounting or other relevant field, plus a minimum of five years of experience in financial administration and contract functions. Experience working with major donor awards preferred.
• Demonstrated analytical, financial management and budget monitoring skills
• Functional knowledge of the Excel, Microsoft Word and Smartsheet as well as the ability to learn financial systems/other software tools readily and implement them successfully.
• Experience working with globally distributed teams, comfortable working with minimal supervision and excellent interpersonal skills, including the ability to interact with and build strong relationships with senior staff, global colleagues, and external stakeholders including donors.
• Strong organizational skills, high level of attention to detail, and effectiveness under stringent deadlines.
• Excellent English communication skills, both written and spoken; diplomacy in communicating with broad and diverse audiences.
• A high level of integrity, professionalism, and ability to develop strong working relationships in a team-based environment.