Project Administrator II Ferney Voltaire, FRANCE

THIS POSITION IS AVAILABLE TO CURRENT PATH STAFF ONLY. THIS JOB POSTING WILL CLOSE ON 1/13/2012.

The Ferney Corporate Service team has an opening for a PADM II – 80% position.

DUTIES AND RESPONSIBILITIES

Working closely with the Site Administrator, the PADM Associate will be a technical resource for Ferney and Geneva administrative functions including Facilities, Infrastructure, Finance, Travel and IS, and will be responsible for ensuring compliance with PATH policies and procedures, quality standards, and system improvements across these areas. All tasks relate to both the Ferney and Geneva sites. Duties and responsibilities include:

30 % Facilities and Infrastructure Management

• Ensure efficient and well-organized use of office space and equipment in collaboration with the Facilities Assistant including:
  • internal staff moves and setup for new staff and visitors,
  • maintaining scheduling of rooms and equipment for meetings/teleconferences,
  • ensuring video and teleconferencing equipment setup in meeting rooms,
  • minor office maintenance and appearance.
• Periodically assess office space and use, identify issues, and implement responses.
• Establish and document policies and procedures to support efficient, cost-effective operation of facilities.
• Develop and manage contracts for services (such as plumbing, electrical, and cleaning services) related to ongoing office operations. Review and approve related payments against agreed deliverables, initiating payment requests as needed.
• Manage the office cell phone fleet including relations with service providers and oversight of billing and selected programs in collaboration with the Facilities Assistant.
• Act as liaison with landlords for building maintenance and repairs in collaboration with other building tenants. Monitor building security issues, maintain staff awareness of office safety, and take appropriate measures to maintain a safe working environment.
• Develop and manage purchase orders for office equipment. Approve orders and payments for regular office supply purchases in collaboration with Administrative Assistant.
• Maintain and periodically update PATH equipment inventory with the Facilities Assistant.

30 % Finance/Contracting and procurement

• Assist Site Administrator and Finance officer with annual site budgets.
• Monitor CS expenses again the annual budgets, including labor and review of general ledger transactions for appropriateness and accuracy. Correct budget and coding problems in a timely manner.
• Review purchase orders, consultant contracts, work orders, and contracts processed through the Ferney and Geneva offices to ensure compliance with PATH policies and procedures and good practice. Provide recommendations and information to Ferney contracting officer.
• Back-up Finance Officer on the monthly FOFR and TER auditing.

10% Information System Support and Backup

• Back up Ferney Network Administrator with printers, copiers, backups, software installation, wireless network configuration, management of equipment on loan.
• Back-up Regional Systems Administrator on troubleshooting issues and problems. Refer issues to Seattle IS staff when necessary.

10 % Other Support

• Provide backup for Travel Planner, assuming all responsibilities for travel planning and processing using relevant PATH database and tools (bookings in coordination with travel agency, RAT and TAR processing, etc.)
• Provide support to adhoc requests from the Site Administrator

Required Skills

Required Qualifications, skills, and experience

• Advanced degree in relevant field (accounting, finance, information systems, etc.)
• Advanced ITskills including strong knowledge of Microsoft Office
• Strong knowledge of PATH policies and procedures, especially related to financial systems, contracting, and procurement
• Fully fluent in both English and French (written and oral)
• Well organized and detail-oriented with good follow-through
• Able to meet tight timelines and deliver required outputs

Required Experience

At least six years of relevant professional experience, of which at least two with financial management responsibilities

Proven ability to work both in team environment and to work autonomously

Proven ability to develop administrative systems and processes that meet defined needs and situation

Experience managing service providers and partners including developing and monitoring contacts

Job Location

Ferney Voltaire, FRANCE

Project Administrator II