Job Opportunity for Project Administrator at PATH in New Delhi

Working Title: Project Administrator 

Internal Title: IN PADM Officer

Location: New Delhi

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 invite applications for the position of Project Administrator for the PATH Projects in   India who will play an important role in supporting the overall administrative and financial management activities of various projects.

This position reports to the Senior Project Administrator.

The responsibilities include but not limited to the following:

Award Management:

• Prepare budgets for new opportunities/proposals.
• Tracking grant agreements and ensuring compliance with spelt-out agreement policies & procedures.
• Working with Grants and Contract and Legal Services in the issuance of subordinate agreements, review and editing donor reports, tracking sub-agreement deliverables, comparing results against stated project objectives, and tracking partner budgets.
• Assist in the preparation and execution of contract mechanisms, including purchase orders and work orders.
• Providing administrative support to specific programs in the monitoring of project activities.
• Assisting in preparing and monitoring annual and project budgets.
• Providing programs with monthly expense reports, labor reports, and other project financial monitoring tools and making spending adjustments (re-classes) as required.
• Independently communicate with donors as required. 

Sub-recipient management and monitoring:

• Assist in developing, negotiating, and managing project subordinate agreements (contracts, sub-agreements, work orders, and consultant agreements).
• Conduct financial monitoring and assist with coordination and financial management of project sub-agreements in accordance with accounting principles, and donor requirements.
• Provide necessary training to sub-recipients, as and when required
• Physical verification of expenses of  sub-recipient
• Ensure efficient burn rates and conduct variance analysis for sub-recipients’ project expenses
• Assisting partners to build appropriate operational and financial systems to effectively receive, expend and account for donor funds.
• Train partner staff to ensure all compliances are always met
• Regular review of program-wide adherence to identified compliance issues (including financial and narrative reporting) intervening where necessary.
• Ensure that all local, donor, and PATH policies and procedures: approvals are obtained; competitive bidding is used; all goods and services acquired effectively balance quality and price consideration as per PATH policy.
• Maintain commodity-tracking tools for specific projects.
• Maintain issue tracking tools for specific projects. 

Compliance:

• Ensure compliance with local laws, donor agreements, and internal PATH policies about sub-agreements.
• Oversee and review the issuance of subordinate agreements including sub-recipient proposals and documents to assure compliance with PATH’s and the donor’s standard provisions.
• Ensure that all financial transactions are properly coded and charged to the correct project codes. 

Internal Support:

• Track planning, completion, and dissemination of project deliverables.
• Maintaining and monitoring project and portfolio pipelines.
• Prepare periodic (monthly/quarterly/annual) financial reports in specific reports for internal & donor reporting and keep PATH financial systems always updated with reliable information
• Coordinate with the operations team for all financial/administrative processes for payment and ensuring compliance with local laws and PATH policies.
• Scrutinize and verify bills/invoices submitted by vendors, consultants, and contractors before releasing payment as per PATH policy
• Develop and maintain tracking sheets for ongoing payments that should serve as backup documentation for releasing installment-related payments.
• Prepare and manage project quarterly and annual budgets within the PATH system.
• Review and upload deliverables from sub-grantees to Sales Force to process payments.
• Work on deliverables as deemed necessary by Senior PADM & other Path leadership from time to time
• Scrutiny and verification of bills / invoices submitted by vendors, consultants and contractors before releasing payment as per PATH policy
• Timely review and processing of travel and workshop expenses. 

Administrative Support

• Arrange Meetings and Workshops as per project need.
• Making travel and other logistic arrangements for the project team.

Required Experience 

• Excellent financial management and budgeting skills.
• Ability to coordinate project work involving team members at junior and senior levels across the organization.
• In-depth knowledge of donor requirements as well as experience managing contracts, agreements, and sub-agreements.
• Demonstrated Knowledge and experience in the legal framework of the social sector in India
• Demonstrated Understanding of legal agreements and can correspond on the same with HQ Legal and Office of Grants & Contracts
• Ability to learn, adopt and champion new business systems and processes.
• Extensive knowledge of the Microsoft Office suite of tools, particularly Excel, MS Project Word, PowerPoint, Tableau ,and SharePoint, as well as the ability to learn other software tools readily and implement them successfully.
• Excellent English communication skills, both written and spoken.
• A high level of integrity and professionalism.
• Ability to identify business needs, gather and analyze information, and ensure that determine approach support approach.
• Well-organized and attentive to detail with good follow-through skills.
• Excellent negotiation skills.
• Proven ability to be responsive and independently communicate with staff in HQ and field staff in an international organization context. 

Required Experience:

• A minimum of 5 years’ experience in independently leading administrative and/or management and contract functions that demonstrate skill in budget development, financial tracking and analysis either in for-profit or not-for-profit sectors.
• Post Graduate degree in management, finance, accounting, or a relevant field. 

Note: This position is funded for a period of 1 year. Employment after one year is subject to the availability of funds. (On 3rd party payroll)