Vacancies at PATH

Tracking Code :11310

Job Description

PATH is a global nonprofit dedicated to achieving health equity. With more than 40 years of experience forging multisector partnerships, and with expertise in science, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions to the world’s most pressing health challenges.

We seek to recruit an Operations and Procurement Officer to be based in Nairobi, Kenya. The Operations and Procurement Officer will report directly to the Finance and Operations Director. The Operations and Procurement Officer will provide operations and procurement support with the overall target to maintain efficiency in program activities and ensuring full compliance with PATH internal policies and procedures. The Operations and Procurement Officer will also provide guidance, advice and support to ensure operations and procurement processes are effective, efficient, and ethical and provide the best possible value to PATH.

PROCUREMENT / TRAVEL:

• Oversee cost effective acquisition of a wide range of goods and services; responsible for country program compliance with PATH and donor policies and specifically procurement, travel, conflict of interest and ethics.
• Develop and maintain a procurement planning and analysis processes for the timely acquisition of goods, coordinate with global procurement as required and provide proactive, rigorous and logical methods to solve procurement related challenges within Country.
• Lead procurement activities including competitive bidding, supplier selection and justification, issuing purchase orders.
• Provide guidance to project teams on annual procurement planning.
• Manage vendor relationships (including travel agents and hotels); vet and screen new vendors; review annual supplier contracts.
• Proactively identify issues with day-to-day purchasing processes and resolve and/or communicate the issues to management in a timely manner, as needed;
• Lead the prequalification of suppliers and service providers
• Coordinate the update and sharing of procurement tracker for the country program
• Oversee travel management for Kenya office. Coordinate domestic travel and hotel arrangements related to program activities. Ensure all travel requests are responded timely, efficiently and arrangements are in compliance with PATH procedures
• Actively review and update procurement and travel policies/procedures, no less than once annually.

 SECURITY / FACILITIES / VEHICLES: 

• Serve as Emergency Preparedness Coordinator for Nairobi Office in coordination with the Global Security Officer.
• Oversee security systems and emergency response equipment/supplies for the workplace, ensure staff stay informed of safety policies and procedures.
• Manage Nairobi office facilities including utilities, internet, new hire set up, office supplies and equipment, housekeeping/pest control, improvements, repairs and renovations.
• Oversee the leases for Nairobi and sub-offices.
• Manage PATH Kenya’s fleet of vehicles including new purchases, maintenance, fuel cards, licenses/permits, insurance/claims, usage, and reporting.
• Update the asset/inventory register regularly

PERFORMANCE MANAGER:

• Oversee duties and activities of Admin Assistant/Receptionist.
• Facilitate individual team member success through communication, coaching, mentoring and performance assessment.

FINANCE ADMINISTRATION:

• Participate in preparation of annual Facilities and Overheads budgets.
• Review monthly expenditure reports and recurrent administrative expenses.
• Maintain financial records (paper and electronic backup) in accordance with project and PATH policies and procedures.
• Oversee offsite records archiving and retrieval processes.

Required Skills

• Bachelor’s degree or minimum 5 years’ experience in Business Administration/Management, Procurement or Finance.
• Strong problem solving and excellent decision making
• Experience with ERP systems
• Excellent skills in MS Office Suite (Excel, PowerPoint, Word, Access).
• Experience managing and supervising a team.
• Work well under pressure and prioritize to meet deadlines.
• Ability to work independently with a high degree of reliability, accuracy, and productivity.
• Strong oral and written communication skills; fluency in English is required.
• Ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

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Tracking Code :11308

Job Description

PATH is a global nonprofit dedicated to achieving health equity. With more than 40 years of experience forging multisector partnerships, and with expertise in science, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions to the world’s most pressing health challenges.

The Accounting division is responsible for driving all activities related to PATH's accounting and financial functions and ensures compliance with generally accepted accounting principles (GAAP), PATH policies and procedures, internal controls, and audit support operations in 20+ countries. The team works closely with partners in human resources, legal, IT, office of grants and contracts, and the extended program leadership team to not only educate regarding finance and accounting procedures, but also explore how the finance function can support program and other operations groups in building and optimizing finance business processes and systems to meet future needs and demands.   

PATH's Global Accounting department is currently seeking a Senior International Accountant for the International Accounting Services (IAS) team, who will work with the rest of the Accounting team and others outside of Accounting to oversee adherence to PATH Accounting policies and those of our donors. The IAS team provides accounting oversight and support to PATH’s Country Offices and with approximately 60% of expense transactions initiated in the field, the IAS team is an integral part of the Global Accounting Operations. This position will require solid understanding of GAAP/IFRS, superb organizational skills, attention to detail, analytical thinking, ability to research and superior customer service skills (in person as well as via video conference and email).

Responsibilities:

• Perform quality control review of Country Office financial reports and transactions to ascertain and ensure proper accounting/bookkeeping activities.
• Coordinate month-end, quarter-end, year-end process with the site offices to ensure all activities are completed within the agreed timelines.
• Support close by compiling and analyzing accounting information and preparing various adjustments, journal entries and schedules as required. Clear out reconciling lines in PATH's software periodically to ensure hygiene of books.
• Prepare, analyze and review reconciliations of balance sheet accounts using existing and new tools, follow up and close out on outstanding items.
• Monitor bank account reconciliations and follow up on unresolved items
• Ensure compliance with PATH’s policies, in-country statutory requirements and donor requirements. Request clarification or additional documentation on questionable items.
• Provide guidance and support to field and program staff on accounting related processes, as well as policies and procedures.
• Design/implement and evaluate/improve internal control systems and processes using tools such as flowcharts, process documentation, etc.
• Conduct training on proper financial processes including segregation of duties, procurement authorization and thresholds, transactions documentation, cash handling, and related internal control practices and procedures
• Maintain current documentation of policies and procedures for assigned areas of responsibility 
• Analyze, record, monitor and report on moderately complex to complex accounting matters and transactions, ensuring continuous compliance.
• Develop, document and implement recommendations to improve accounting policies and procedures, internal controls and training materials
• Review new accounting standards & guidance, and provide implementation recommendations
• Answer questions and provide support to others regarding proper accounting treatment for transactions and other finance related queries
• Perform analysis and assist with special projects as requested by senior management
• Work with departments outside of Accounting to ensure new initiatives are properly tracked, monitored, and reported.
• Support Internal and External audits; participate in Auditor selection, preparation/review of financial statements/MLs and follow up on closure of exit items.
• Understand the operations of the country offices and provide updates to HQ Finance leads as necessary. Act as a bridge between HQ and Country office Finance teams to facilitate work and communication exchange.
• Support country offices with adhoc queries on day to day operations/issues. Liaison with multiple teams across PATH to close out topics concerning the country offices across different time zones.
• Assist and train new team members in their onboarding process
• Provide training and guidance to country offices staff in formal and informal setting
• Travel to country offices to provide support and training, depending on the needs and funding

Required Experience

• Strong understanding of US GAAP and/or IFRS, and accounting fundamentals
• Minimum of 8 years’ experience working in accounting or finance field
• Bachelor’s degree in Accounting/Finance field or similar
• Knowledge of USAID regulations, such as 2CFR200, as well as experience working for or with global not-for-profits is a plus
• Experience with a global ERP system with multi-currency capabilities is a plus
• Effective communication skills both spoken and written, as well as customer service with both internal and external clients
• Able to handle unstructured situations requiring quick reaction time
• Proficient in Microsoft Office products (Excel, Word, Outlook)
• Attention to detail and ability to analyze data, research information to clarify issues, find and propose appropriate solutions
• Strong ability to collaborate with team members from different geographical locations
• Excellent organizational skills and the ability to manage and complete multiple projects simultaneously; capable of rapid coordination and distribution of information
• Ability to prioritize tasks and meet policy driven deadlines, as well as ability to work independently with a high degree of reliability, accuracy and productivity
• Ability to work flexible hours as needed for video or audit conference calls with team members in other geographical regions 
• Fluency in French is a plus.