About Palladium:
Palladium is a global company working to design, develop and deliver positive impact on the lives and livelihoods of people around the globe; broaden access to health, water, power, and infrastructure; build enduring, sustainable, and transformative institutions and market systems to address global challenges; and conserve the natural world. We operate in over 90 countries and have a workforce of 4,000 talented, motivated, and diverse staff of all religions, races, languages, and gender identities.
This Opportunity:
Palladium is seeking a French-speaking Manager, Finance, Contracts and Administration to support Francophone countries on USAID-funded PROPEL Health. PROPEL Health is a five-year USAID-funded $100 million project awarded to Palladium on September 23, 2022. PROPEL Health aims to improve the enabling environment for equitable and sustainable health services, supplies, and delivery systems through: (1) policy development and implementation, (2) adequate, predictable, and sustainable health financing, (3) enhanced government stewardship, transparency, and accountability, and (4) use of evidence-based advocacy approaches at global, national, and subnational levels to promote best practices. It focuses on family planning/reproductive health (FP/RH), primary healthcare, and the integration of FP/RH with HIV and maternal and child health (MCH).
Location:
The position is based in Palladium’s Washington D.C. office.
You and Your Career:
If you are detail oriented, a proactive problem-solver, and team player and you have experience in administration, finance, and contracts, we are interested in hearing from you.
We are a learning organization and provide growth opportunities from the start. We pride ourselves on giving you the freedom, resources, and guidance to chart a fulfilling career!
Reporting and Supervision:
The role reports directly to the Senior Manager, Field Programs and Grants
Internally the role will be required to liaise closely with other project delivery staff on the project in the US and in-country project staff, as well as the corporate business service teams, Process Excellence Hub, health subject matter experts and other units within the Americas Regional Business Partnership. The role will also support the project leadership team of PROPEL Health.
Externally the role may liaise with the client and/or suppliers
Primary Duties and Responsibilities:
Project Management
Plan and manage project start-up and closeout, supporting in-country corporate registration as needed
Prepare and maintain project-specific components of the project management manual
Serve as the project’s primary liaison with internal support departments, including Process Excellence, Contracts & Compliance, Financial Management, Accounts Payable, Risk Management, and Human Resources
In collaboration with these internal support departments, provide training and guidance to project staff on, and ensure compliance with, company policies and client rules and regulations
Establish project offices and office infrastructure; facilitate field office leases
Participate in the development, implementation, and monitoring of project work plans, tracking project deliverables and monitoring project delivery against spending forecasts
Support development and presentation of internal and external reporting (for example: quarterly Internal Project Reviews, project risk assessments, annual reviews, and client deliverables)
Ensure project issues and risks are logged, reported on, managed and mitigated; escalate risks and issues to leadership as appropriate
Serve as a point of contact with service providers, grantees and subcontractors, and address contractual matters as required
Contribute to technical assistance through reviews, engaging in work planning and discussions with the field team, etc. to build skills with the goal of taking on a more senior role, such as Project Director
Contract and Client Relationship Management
Monitor and maintain compliance with head/prime agreement action requests (i.e., travel, procurement, grant approvals, budget realignments, etc.)
Liaise with C&C to communicate with agreement officers or other client representatives on any matters that make legal or financial commitments for Palladium
Monitor and report on overall progress against agreed targets, milestones, outputs and activities
Develop, manage and support contract/agreement amendments as required
Liaise with and respond to requests from clients in conjunction with the project’s director, including providing or giving inputs on reporting
Support project advocacy with internal and external stakeholders
Financial Management
Ensure company policies for financial management are implemented and are compliant with the client’s rules and regulations
Oversee the timely review of field vouchers for onward processing
Oversee the preparation and uploading of monthly financial forecasts, in collaboration with Project Director and Project Associate
Ensure that project levels of delegated authority issued are in accordance with Palladium’s Expenditure Approval and Signature Authority Policy and Guidelines and manage the process for higher-level approvals as required
Collaborating with Financial Management to establish project charge codes, ensuring they meet client and project requirements for cost allocation, monitoring and evaluation, and reporting
In collaboration with Treasury, facilitate project bank accounts set-up with appropriate company and project signatories
Ensure the project financial calendar is adhered to including monitoring, reconciling, and reporting expense advances monthly
Leads monitoring budget progress against forecast as one metric to track project progress against its work plan; proactively seeks to solve shortages or overages against the frozen forecast as needed
Review monthly Funds Transfer Requests (FTRs) to ensure they reflect budget progress and forecasting and seek approval for them as needed
Review cashbooks / field vouchers and ensure supporting documentation is complete
Serve as a coordinator for service providers and approve (or obtain approval for) work orders and invoices; ensure the accuracy of client invoices (including monthly, milestone and performance based invoices)
Monitor, reconcile and report expense advances monthly
Support the external audit process as needed and ensure retention of project records is compliant with company and client policy
Lead the mobilization and demobilization of all international staff (short-term and long-term) including contracting (in coordination with HR) and travel management
Serve as primary supervisor to one or more Associate(s), Project Delivery, or Senior Associate(s), Project Delivery
In conjunction with the PMU, and the Senior Manager, Field Program and Grants, engage in employee onboarding and training, educating new staff on policies, procedures, tools, and Palladium’s culture
Actively monitor, review, correct, and provide feedback on all supervisee’s work products, providing additional training and support where necessary
Take a proactive role in staff development, including working with supervisees to identify professional development opportunities, and holding monthly coaching sessions to advise them on project management best practices, core competencies, and general work skills and behaviors
Other duties as assigned
Key Competencies Required:
Prior experience managing USAID-funded project(s)
Written and oral French proficiency; must be able to conduct routine business in French (participate in phone calls, explain issues/policies/procedures clearly, read and respond to emails)
Experience with accounting software and accounting principles
Experience working in the international development sector
Strong analytical skills in contracts and compliance requirements and implications
Demonstrated problem-solving and decision-making skills
Demonstrated experience mentoring, coaching, leading, developing, and evaluating staff
Demonstrated performance working with respect and dignity for all colleagues and promoting a cooperative team working environment
Financial acumen and the ability to interpret and analyze financial reports
High level of attention to detail and accuracy
Good organizational and planning skills
High standard of written and verbal communication skills
Demonstrated experience working with Microsoft Office, particularly Word and Excel
Professional Expertise/Competencies Preferred:
Experience implementing USAID-funded Cooperative Agreements with a multiple buy-in structures
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