Pathfinder International is driven by the conviction that all people, regardless of where they live, have the right to decide whether and when to have children, to exist free from fear and stigma, and to lead the lives they choose. Since 1957, we have partnered with local governments, communities, and health systems in developing countries to remove barriers to critical sexual and reproductive health services. Together, we expand access to contraception, promote healthy pregnancies, save women’s lives, and stop the spread of new HIV infections, wherever the need is most urgent. Our work ensures millions of women, men, and young people are able to choose their own paths forward.
Position: Procurement & Administration Officer.
Reports: Procurement and Administration Director.
Location: Washington DC, United States.
Summary of Role:
Work in close partnership with Procurement & Administration Director to refine and implement the administrative and procurement policies, processes, and procedures. Assists Director is managing day-to-day operations of Procurement and Administration department. Assists the Director with the annual mandatory training development and rollout. Assists with the management of Pathfinder’s Global Long-Term Agreements. Works cross-functionally to manage internal activities throughout Pathfinder on a global scale. Manages and coordinates operations functions for the US offices, including, but not limited to, facilities management, services and supplies, travel, country registration documentation management and US office document management. Oversees the development of, reviews, distributes, and maintains all administrative office procedures, including, but not limited to, travel, mail handling, fax receipt and distribution, facilities management, global country registrations, parking, and office assignments.
- Procurement of Goods and Services Purchases goods and services, analyzes purchase requisitions for accuracy; Solicits and negotiates competitive pricing from vendors and makes recommendations for issuance of purchase orders. Reviews existing office supply contracts and coordinates the bid process in accordance with Pathfinder International procurement rules and best practices. Prepares and follows up payment requests for goods and services in a timely manner in accordance with existing Pathfinder policies and guidelines.
- Leads the evaluation and management of a new travel services vendor: Serve as the lead evaluator, working closely with the Director, who leads procurement process.
- Management of Long-Term Agreements: Ensure Long Term Agreements are updated and issue task orders as services are requested.
Policies, Procedures, Training & iShare Resources:
- Policy, Procedures and Training: Develops and updates travel policy and procedures. Works with the Director to update appropriate policies and procedures. Provide training to staff as needed. Develops and updates all IShare resources related to administration and travel. Rolls out annual training, if required
- Standards Assurance and Improvement: Supports Pathfinder’s administrative excellence. Works with Operations department and different service departments to develop needed documentation i.e., policies, processes, procedures, and instructions.
- Project Management: Leads, manages, or participates on cross-functional project teams.
Operations & Compliance:
- Global and Domestic Registration/Trademarks: Oversees and assists with global registration process in partnership with operations staff. Manages relationship with registration vendors and state registration authorities. Oversees management of trademark registration in US and globally. Ensures timely state business and charitable registration. Manages Pathfinders annual SAM registrations and updates.
- Global Insurance and Worker’s Compensation: Oversee, manage, and monitor all global insurance activities. Oversee insurance annual renewal process. Manage general administration of all global insurance provisions including claims. Serve as the main liaison between insurance company and organization. Collaborate with global staff to ensure compliance with insurance requirements in respective countries. Collaborates with G&C, BD, IT and Finance to complete all insurance related requests and confirm insurance requirements for grants and contracts. Develops, maintains, and manages US Workers’ Compensation program. Implements all matters of the program including claim investigations, settlements, and litigation.
Required Education and Work Experience:
- Bachelors in business or related field, or a combination of education and experience that yields the required competencies.
- At least 7 years’ experience in administrative operations and office or facilities management
Preferred Competence and Work Experience:
- At least 5 years’ international non-profit experience, including experience with grants and contracts funded by USAID and
- Master in business or related field, or a combination of education and experience that yields the required competencies and at least 10 years’ experience in administrative operations and office or facilities management.
- Knowledge of Raisers Edge and/or EveryAction
- Exceptional written and verbal communication skills with evidence of successful leadership and administrative/supervisory
- Experience communicating issues clearly and briefly, on a one-on-one basis as well as to response to rapid questioning on difficult issues.
- Leadership and Management Proven ability to lead, manage, and develop direct reports and other staff.
- Facilities Management Standards and Guidelines: Advanced knowledge of applicable regulations, rules, and guidelines for facilities management. Advanced knowledge of best practices for facilities management.
- Domestic Registrations: Advanced knowledge of policies, procedures, and schedules for domestic
- Travel Policy Best Practices: Advanced knowledge of best practices for establishing travel policies, procedures, and
- Analytical and Advanced skills in completing data analysis and preparing reports.
- Must be a results-oriented individual with the persistence and patience necessary to work effectively with a variety of internal and external constituents.
- Languages: Proven ability to write and speak using local language and English
Technology to be Used:
- Uses cellular and office phone, laptop, or desktop computer.
- Travel required (10% or less)
Application procedure / How to apply:
- Interested applicants are requested to include the contact details for at least 3 references in their resume.
- Please submit your application via this website no later than August 4th, 2023.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
Pathfinder International provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Safeguarding and Protection
Pathfinder is committed to the safeguarding and protection of the people we serve and our staff. We have zero tolerance for any type of behavior that inflicts harm on children, young people, adults, our staff, and partners including sexual abuse, harassment, bullying, and exploitation. We do everything possible to ensure that we recruit only those who are suitable to work with for us and expect that everyone we hire will abide by our safeguarding and related policies and will report any suspected or known violations. This job is subject to a range of vetting checks as legally permitted in the country where they are being hired. By applying, the job applicant acknowledges they understand our intent to verify suitability to work with us.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)