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 heath challenges.
PATH is recruiting an Administrative Officer for its Project Office in Lilongwe, Malawi. The Administrative Officer will work closely with the Hub Leader for the Southern Africa Hub, based in Lusaka, Zambia and the Director of Operations for the Africa Region, to manage the Malawi office’s administrative, procurement, compliance and other reporting and external relations duties that will contribute to PATH’s commitment to accelerating health equity. The Ideal candidate will have a proven track record of project management and leadership experience.
- Overall responsible for management of PATH Malawi’s project office and equipment ensuring inventory is done annually.
- Responsible for office and project (s) procurements in coordination with project (s) team members and PATH HQ Project management teams.
- Manage contracts and any agreements with local vendors and suppliers including those involving vehicle rentals, office supplies, translators, consultants, and contractors making sure they are operating within agreed terms and coordinate with Responsible Project Managers (RPMs) for amendments.
- Ensure Routine maintenance of the office and coordinate with the landlord for major maintenance.
- Ensure PATH’s registration in-country is up to date and in compliance with local legal requirements.
- Act as Point person for Audits (Internal or External) and oversee internal audit findings, responses, and corrective action implementation.
- Oversee the management of PATH’s physical office assets, and staff safety and security.
- Oversee adherence to PATH’s global and local travel policies for Malawi staff and, design, implement, and maintain Malawi-specific travel policies that complement the global policies.
Reporting and External Relations
- Support the Country Representative and project Managers/Directors in compiling information for required reports and the production of reports for government and donor stakeholders.
- Ensure compliance with PATH’s Global Procurement Policies and establish local procurement policy, with approval from PATH HQ.
Finance & Admin (interim Role)
- Responsible for the interim management, maintenance and reporting of all financial data relating to PATH Malawi Project Office.
- Interim management of bank accounts, acting as primary liaison with banks and internally coordinating with the Global Treasury team in managing bank balances to ensure adequate funds availability for project implementation.
- S/he Liaise with local accounting/legal firm(s) as required regarding auditing, office registration, and tax-exempt status; track annual registration renewals and tax requirements; and maintain office registration and required employment documentation.
- S/he will ensure compliance with all financial and taxation laws, such as income tax, VAT, withholding tax, social security, and timely file monthly, quarterly, and annual returns.
- S/he will support the development of budgets for proposals, including costing information and liaising with appropriate Headquarters units on completing budgets in compliance with PATH processes and donor requirements.
- S/he will provide relevant recommendations related to finances in the overall organizational planning, policy development and implementation for Country Program Office.
- Responsible for overall oversight of all administrative functions and activities
- Ensure compliance with donor requirements and assist with donor compliance tasks.
- Collaborate on sourcing new funding opportunities for Malawi Office as a member of the local Business Development committee.
- Participate in team meetings and senior management team meetings with all Team Leads in Malawi.
- Act as PATH Malawi Security point person and be specifically responsible for office security.
- Work as the point person for Inspections by Ministry of Labor and other local regulatory bodies.
Required skills and experience:
- Diploma/Bachelor’s degree in business administration or related fields.
- Minimum of 5 years relevant work experience for degree holders and a minimum of 7 years for diploma holders.
- Substantial experience in an international NGO program is strongly preferred.
- Excellent interpersonal skills including courteous front-line communication, ability to work with varied team and demonstrated ability to multitask and meet deadlines with minimal supervision and direction.
- Proficiency in MS Office (Word, Excel, Access, and Power Point) and familiarity with the Internet.
- Excellent oral and written communication skills in English.
- Demonstrated effectiveness producing accurate work product with attention to detail, even while under deadline pressure.
- Ability to prioritize work.
- Strong organizational and interpersonal skills.
- Commitment to excellent customer service.
- Proven success establishing effective working relationships with employees at all levels of the organization, with collaborating partners, and with representatives of donor agencies and government ministries.
- Demonstrated ability to manage data and files.
- Flexible, detail oriented, organized, adaptable to changing priorities, and able to take the initiative and to meet strict deadlines.
- Must have legal authorization to work in Malawi.
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, caste, 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.