Program Administrative Manager, PMI REACH Malaria

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 seeks a Program Administrative Manager for the United States Government (USG)-funded “Reaching every at-risk community and household with malaria services” (REACH Malaria) global project. REACH aims to provide implementation support services and technical assistance to countries to accelerate progress in comprehensive delivery of facility and community-based malaria services, including malaria case management, prevention of malaria in pregnancy (MiP), malaria diagnostics, community health, data collection and use for service delivery, and other malaria prevention interventions. Additionally, PMI Malaria REACH in Malawi will support nutrition activities at national, facility and community levels, and will predominantly target selected health facilities in five districts with poor nutritional indicators.

The Program Administrative Manager will report to the PMI REACH Malaria Malawi Senior Finance Manager and will be responsible for providing high-level administrative, operational, and logistical support to the project team, ensuring compliance with Department of State (DoS) and PATH regulations, facilitating coordination between teams, maintaining smooth day-to-day operations, budget tracking, and documentation management leading to the overall achievement of program objectives.

Key Responsibilities
A. Program Administration and Compliance

• Coordinate day-to-day administrative functions for the PMI REACH Malaria project, ensuring adherence to DoS rules and regulations.
• Maintain proper documentation systems for agreements, reports, deliverables, and correspondence.
• Support the development and submission of work plans, quarterly and annual reports, and other DoS deliverables.
• Ensure compliance with DoS branding, marking, and documentation requirements.
• Champion knowledge management by establishing a comprehensive filing system for project documents, enhancing document accessibility and compliance.
• Support partner meetings, donor visits, and routine coordination calls with DoS.

B.    Operations and Logistics

• Manage procurement requests, vendor communications, and inventory related to project activities in accordance with DoS and organizational procurement policies.
• Coordinate travel, meetings, training, and workshops for staff, partners, and stakeholders.
• Oversee logistics and venue arrangements for meetings, field activities and capacity-building events.
• Coordinated recruitment, on-boarding, and contract management processes.
• Supervise the administrative team, fostering a culture of high performance through mentorship and structured capacity development initiatives.
• Build capacity of administrative staff on organizational processes and policy updates.
• Provide support to the PADM in managing asset and inventory systems, documenting disposals and ensuring asset accountability.
• Participate in the process of monitoring the implementation of key project tasks and recommendations, with a focus on operational aspects.

C.    Financial and Budget Support

• Assist with budget tracking, expense reconciliation, and financial reporting for the PMI REACH Malaria project.
• Work closely with finance and country office teams to ensure accuracy in invoicing, cost allocations, and burn rate tracking.
• Review and process expense reports, timesheets, and advance reconciliations for project staff.
• Initiate payment processes in Business World and follow up with the accounting team to ensure that vendor invoices are paid in a timely manner.
• Ensure that all financial transactions are properly coded and charged to the correct project codes.

REQUIRED SKILLS AND EXPERIENCE

• Bachelor’s degree in business administration, Accounting or related field. Master’s degree is preferred.
• Minimum of 5 years’ experience in program or administrative management for donor-funded projects, preferably USG funded.
• Strong knowledge of financial and administrative management systems, including budget monitoring.
• Effective communicator with experience in managing administrative teams (including capacity building).
• Excellent organizational and time management skills, with attention to detail and results focused while being able to adapt to changing priorities.
• Ability to prioritize and manage multiple tasks under tight deadlines.
• Strong interpersonal, communication and writing skills with multicultural sensitivity.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint); MS Office, Outlook.
• Fluency in English is required.

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, gender, gender identity or orientation, 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.

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