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 heath challenges.
PATH is looking for talented candidates to join the role of Country Program Associate. The position will be based in Lilongwe Malawi.
Responsibilities:
- Providing support to ensure smooth daily operations in the areas of, administration, procurement, asset management, logistics, travel, tickets, and hotel reservations.
- Organizing and scheduling meetings, appointments interviews, project training activities, workshops, and acting as secretary during PATH Project meetings.
- Processing reimbursement for the participants and making sure all the necessary documents are well signed.
- Preparing and maintaining the project work plan calendars and monitor implementation of project activities and bring to attention of the relevant officers when activities and reports are due.
- Working with the Site Administrator to assist preparation of financial documentation and reports and maintain office files for the program, ensuring confidentiality of all documents.
- Working with program officers in preparation of budgets and support field work activities.
- Supporting the development and implementation of project management systems to coordinate, track, analyze, and report progress on all project-related activities.
- Assisting the Country Representative and team members with preparation, production, and distribution of documents including proposals, reports, communication materials, training curricula, tables, graphics, and PowerPoint presentations.
- Assisting the Country Representative in scheduling and planning meetings and teleconferences, compiling and organizing relevant background materials for meetings, and Tracking progress on key milestones and deliverables and coordinate with the team to ensure timeliness to the deadlines.
- Working closely with the procurement team to coordinate the purchase of project services and supplies.
- Supporting the development and implementation of project management systems to coordinate, track, analyze, and report progress on all project-related activities.
- Maintaining office inventory log and ensure that it is properly updated in accordance with their tag numbers and location and ensuring adequate stock of office supplies.
- Assisting with office and administrative tasks such as photocopying, assisting vendors, scanning, and ensuring that equipment is regularly and properly serviced. Ensure office cleanliness by working closely with office cleaner.
- Maintaining the Country Representative’s calendar and schedule and maintain diary of appointments for senior staff as designated by the Country Representative. Receive and answer telephone calls and greet all visitors using a professional and courteous manner and direct them to appropriate person.
- Monitoring all entrances and activates doors for entrance and directs delivery personnel, guests, etc., to appropriate destination.
- Distribute office mail and send out mail/packages to the appropriate persons and courier.
- Maintaining and reconciling courier services accounts.
- Set up and maintain tracking sheet for all correspondence received.
- Create and manage PATH welcome packages for visitors.
- Prepare and manage welcome materials for new staff including staff ID cards, business cards, office keys, office telephone directory, medical cards and vehicle parking permits.
- Preparation of JE’s, requisitions, registration new vendors in Business World.
- Supporting in the drafting bank transfer instruction letters
- Receiving, reviewing, and Processing payments (invoices) in Business World for approval by relevant PADMs and ensuring that all supporting documents are attached.
- Assisting in Bridger checking of the vendors
- Timesheet correction for other staff members, initiating payments in Bank Online (BOL) platform
- Supporting AIS month end closure procedures such as bank reconciliation, updating cashbook through BW
- Petty Cash management
Required Skills and Experience:
- Bachelor’s degree in business administration or any other related field.
- At least two to five years of experience in program administration: provision of logistical support for program activities, inventory management, monitoring project schedules and work plans, and ensuring compliance to policies.
- Demonstrated communications experience—including identifying dissemination opportunities, developing communications materials, and documenting activities through reports, human interest stories and photos.
- Demonstrated ability to organize workshops/trainings preparation.
- Helpful but not required: college level scientific coursework such as biology or chemistry, experience in nonprofit administration, global health, international development, event coordination and/or similar areas.
- Intermediate to advanced proficiency in Microsoft Office Suite, with skill in Word, Outlook, Excel, and PowerPoint, proficiency with Adobe Acrobat. Experience with Smartsheet a plus.
- Excellent formatting, editing, and proofreading skills.
- Excellent oral and written communications skills.
- Strong desk/online research and fact-checking skills.
- Strong interpersonal and organizational skills.
- Proven ability to take initiative, learn quickly, anticipate needs and challenges, and find solutions.
- Demonstrated success working with all levels of internal and external stakeholders.
- Ability to prioritize and effectively manage time, tasks, and responsibilities.
- Demonstrated success working effectively while under deadlines.
- Flexibility and adaptability to changing priorities.
- Demonstrated passion for learning and commitment to global health equity.
- Ability to work in team environment with minimal supervision.