Senior Padm, DRC Country Program
Path
工作地點
Kinshasa
雇用形式
全職工
招聘資訊詳細
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. Learn more at www.path.org.
The Senior Project Administrator (SPADM) is a key position within the country office project administration team. Under direction and guidance of the Director of Finance and Administration, the Senior PADM will supervise the work of other PADM colleagues to ensure compliance with PATH and donor management procedures, monitoring of expenditures and funding and reporting. He will also perform the PADM function for projects alongside RPMs, and other program colleagues. The SPADM will also manage other project staff such as projects’ finance associates, program assistants, drivers, etc.
Responsibilities
Business Development
- Investigating donor guidelines.
- Working with Project Team Lead to create B&P budget.
- create opportunities in Salesforce.
- Investigating PATH’s previous experience in this subject area and with this donor
- Identifying potential sources and approval for co-fund.
- Determining level of effort for proposal writing.
- Playing the role of either a Cost Lead or a Budget Liaison
- Reach out to Propbud team to get donor version budget.
- Request B&P code in Salesforce
- Reach out to proposal lead to get detail to develop B&P budget.
- Share B&P code to relevant staff with their respective LOE.
- Awards and outgoing agreement management
- Reviewing and approving award documents in Salesforce
- Ensuring compliance with organization and donor policies and procedures.
- Reviewing proposal with RPM and develop work plan.
- Working with the RPM to establish activity code approach.
- Working with your RPM to complete scopes of work for Outgoing Agreement with subrecipients
- Identifying outgoing agreements to be issued and requesting them through Salesforce and Consult OGC to determine appropriate agreement mechanism.
- Planning and holding project kick off meetings with approved subawardee, relevant stakeholders including PATH staff before the commencement of implementations to clarify on the subaward and project expectations as well as orienting these subawardee.
- Monitoring progress of Subaward agreements (including contractors and consultants) to identify changing circumstances (modifications to scope of work, extensions, changes to deliverables or deliverables schedule)
- updating the Salesforce deliverable records for any received deliverables for both the award and Subaward agreements in a timely fashion
- Timely submission of Salesforce requests for agreements and amendments as required
- Manage payment requests for consultants and partners
- manage financial reports for subs and consultants.
- Liaise with donor report team to ensure project financial reports are submitted to donors on timely manner.
Finance
- Integrating the approved donor budget into PATH’s financial management system
- Establishing tracking plan for financial monitoring
- Communicating regularly with the RPM regarding financial status and any issues identified.
- Ensuring that all applicable donor prior approval requirements are adhered to.
- Revewing regulary transactions of the project including LOE charged in the project.
- Ensure compliance with organization and donor policies and procedures, including competition requirements.
- Approve requisitions and review project and activity in Business World
- Ensure tracking for all outstanding advances and timely reconciliation in BW.
- Prepare and update quarterly Budget in BW to reflect accurate forecast for management strategic decision.
- Budget maintenance including but not limited to budget realignment, shifts and amendments, etc.
Procurement
- Work with RPM to define needs, specification, and timelines for procurement of goods and services.
- Be part of the procurement committee review
- Ensure compliance with organization and donor policies and procedures, including competition requirements.
- Approve requisitions in BW.
Human Resources
Work with your RPM to decide on staffing plan.
During budget planning for staff, work with aligned HRBP to ensure that the project has accurate data for staffing, correct grades and appropriate salaries.
- Share data on hiring forecasts with aligned HRBP and Recruiter. This allows for appropriate planning and resource allocation in HR/Recruiting, which will ultimately improve speed of hiring and implementation of projects.
- Make sure that the compliance fee for new hires is included in your budget planning. This fee covers the cost of 3rd party background checks along with other compliance measures.
- Make sure that any role-specific training required for new hires or promotions, is included in your budget planning. This includes the cost of the training as well as the travel costs to attend.
- Work with HR when converting temp hires to full-time staff to understand, and budget for, any associated buy-out fees.
- Share any donor compliance requirements with your aligned HRBP and Recruiter that are associated with hiring.
- Share project and activity code for timesheet.
- Review RAT and provide necessary financial and administration support to the staff who is travelling.
Internal Field Audit
- Providing the required documentation and explanations during the audit.
- Providing responses and corrective actions to the audit findings
- Implementing the corrective actions as appropriate
Operations
- Create checklist to track all projects commitments and provide monthly status.
- Track all project's overdue payments and provide monthly status.
- Track all project assets and inventories and provide monthly updates.
Close out
- Establish financial close out of the project
