PATH is seeking a Site Project Administrator (SPADM) that will support the multi-project office with financial planning, management and efficient operations and administrative services. The SPADM will ensure compliance with PATH’s policies, implementing efficient financial and operational business processes. The SPADM will also be responsible for Finance and Accounting, facilities, procurement, fleet management, administration and facilities, compliance, and asset management to ensure all the financial and operations systems meet the demands of the project office.

This position will be based in Accra and will supervise the finance, administration, procurement, logistics, and facilities teams. The position will report to the Country Representative with a dotted technical reporting line to the Africa Regional Director of Operations, partnering with other regional and global teams.

Responsibilities:

Administration and Procurement

• Overall responsible for management of PATH’s project office and equipment ensuring inventory is done annually.

• Ensure compliance with PATH’s Global Procurement Policies and establish local procurement policy, with approval from PATH HQ.

• Responsible for office and project (s) procurements in coordination with project (s) team members and PATH regional and HQ Project and procurement 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 Ghana staff and, design, implement, and maintain Ghana-specific travel policies that complement the global policies.

Finance, Accounting and Compliance

• Responsible for the management, maintenance, and reporting of all financial data relating to PATH Project Office activities.

• 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.

• Liaise with global accounting/legal firm and Operations director 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.

• Ensure compliance with all financial and taxation laws, such as income tax, VAT, withholding tax, and social security, and timely file monthly, quarterly, and annual returns.

• 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.

• 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 financial and accounting activities at the project office.

Other Tasks

• Provide leadership and ensure compliance with donor requirements and assist with donor compliance tasks.

• Collaborate on sourcing new funding opportunities for the Office as a member of the local Business Development committee.

• Participate in team meetings and senior management team meetings with all Team Leads in Ghana.

• Act as Security point person and be specifically responsible for office security.

• Work as the point person for government local regulatory bodies.

• Focal person for country risk management including addressing internal and external audit findings and recommendations.

• Line management and capacity building of finance and operations team

• Participate in recruitment and onboarding of new project staff

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.

Required skills and Experience:

• A Master’s degree, Diploma or Bachelor’s degree in business administration, finance, accounting or related fields.

• Minimum of 5 years of 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.

• Familiar with USAID procedures, rules and regulations is a plus

• 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 PowerPoint) and familiarity with the Internet and ERP.

• Knowledge and skills in Business World and salesforce applications is an advantage

• Excellent oral and written communication skills in English.

• Demonstrated effectiveness in producing accurate work products 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 in 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 meet strict deadlines.

• Must have legal authorization to work in the Country of operation.