Jobs at Palladium International

Primary Responsibilities

Corporate Operations

• In collaboration with the Country Representative and Palladium corporate services (contracts and grants, human resources, risk and legal, etc.), act as a focal point for training and guidance to project staff to support their compliance with company policies, SOPs and Guidelines and client rules and regulations (covering as required security, occupational health and safety, risk management, planning, human resource management, monitoring, reporting, finance, procurement, logistics, IT (Information Technology), communications, audit support and all other operational matters)
• Coordinate with all Palladium-managed projects based in Kenya to ensure compliance with client and corporate requirements for administrative, human resource and other operational areas
• Collaborate with senior leadership in headquarters, the Kenya Country Representative, and corporate staff based in Kenya to identify and manage resources to help them meet their goals, deliverables, and milestones; and spearhead office activities as required to support the Kenya corporate office
• Support the country representative in promoting one palladium culture by scheduling Palladium all hands meetings quarterly, attending director’s meetings and implementing any feedback affecting operations, providing oversight for the sustainable business committee and other Palladium corporate strategic initiatives as assigned
• Work with the country representative and relevant Palladium HQ team members to ensure that the Palladium Kenya local entity is structured to function effectively and serve as the operational oversight to support domestication and implementation of Palladium global operational procedures and policies by projects implemented by the Palladium local entity
• Manage board meeting schedule and resulting board resolutions

Project Operations

• Work with HQ-based members of the PMU (Project Management Units) that are implementing global projects with activities in Kenya (and have no local PMU), to ensure coordination with corporate services (Contracts and Compliance, IT, Human
• Resources, Finance Management, Invoicing, and Accounting) as needed to ensure that all operations run smoothly and efficiently
• Assist staff to ensure procedures for subcontractor and grants management are compliant with the company's SOPs and Guidelines and client's rules and regulations
• Lead implementation and management of the Palladium Kenya procurement committee whose membership consists of finance and administration staff from Palladium projects in Kenya and guide the team in application of Palladium global policies on procurements. Ensure compliance with company and client policies, SOPs and guidelines for financial management and procurement
• Facilitate field office leases. Spot-check quality of field procurement; ensuring compliance with company anti-corruptions and due diligence processes
• Ensure asset management procedures are undertaken and conduct spot checks

Budgeting and Financial Management

• Monitoring and forecasting all corporate budgets managed from the Kenya corporate office
• Conduct quarterly forecasting of corporate office budgets and management to avoid over runs
• Oversee the external audit process and ensure retention of project records is compliant with company policy
• Follow up with project finance and administration staff and relevant contractors to ensure that all statutory audits are completed on time and per schedule
• Document all audit findings and mitigations and ensure they are reviewed and addressed by all concerned, on time
• Establish corporate office delegated authority in accordance with company policy and manage the process for higher-level approvals as required

Human Resource Management and Recruitment Oversight

• Oversee human resource planning, recruitment and contracted HR (Human Resources) firm to ensure compliance with client and corporate policies and procedures and that HR needs are met. Provide support to projects and corporate staff
• Serve as the point of contact with HQ HR liaison to support the development and implementation of standard practices in hiring of project and corporate staff, staff on boarding, staff exit interviews,
• Conduct market surveys and corporate staff grading and other HR related tasks as assigned
• In collaboration with the Country Representative and Palladium Kenya project directors, ensure staff performance management systems are in place and adhered to
• In collaboration with Security, ensure safety and security procedures, including Occupational Health and Safety (OHS) requirements, are in place and adhered to

Key Competencies Required

• Extensive project management experience with US Government donors (Centers for Disease Control, Department of State, USAID, etc.) or other donor organizations
• Experience managing large and complex projects
• People management experience, including setting performance objectives, managing for results, giving and receiving feedback, performance evaluation and mentoring and coaching
• Excellent written and verbal communication skills
• Financial acumen and the ability to interpret and analyze financial reports
• Sound problem solving and decision-making skills
• Strong management skills with ability to mentor, coach, lead, develop and evaluate staff.
• Ability to work with a low level of supervision and as a part of a team when required.

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Primary Duties and Responsibilities:

Procurement

• In accordance with Palladium’s procurement procedures and USAID’s rules and regulations, manage procurement of project supplies, services and other required items
• Depending on dollar value equivalents, develop, negotiate, administer and ensure compliance of vendor contracts and purchase orders throughout the Project award including closeout
• In collaboration with Palladium’s procurement committee, carry out pre-award due diligence review of vendors. Further, conduct due diligence on preferred vendors and maintain appropriate procurement and audit documentation.
• Maintain system for tracking contractual supplier documents, correspondence and reporting; apply the company’s policy of record management
• Verify budget and funds availability prior to processing of payments
• Together with the Palladium – Kenya Operations staff, annually negotiate VFM health, accident and life insurance packages.
• Further ensure all Project equipment and inventory are fully insured
• Interact with suppliers to resolve transaction issues and gather critical information on status of supplies and services, quotation and invoicing and tax documentation
• Maintain routine communication with the Finance & Administration Manager by providing relevant and timely procurement and logistics information for planning and decision-making purposes
• Scrutinize corporate office team requests, ensure relevant approvals are present and ensure value from money procurements are made for both programmatic and operational supplies
• Share on quarterly basis an updated vendor database with current contacts as well as update due diligence documents.

Travel and Logistics

• Coordinate travel and internal / external meeting for corporate office staff and partners.
• Collaborate with our HQ, EMEA, ARBP, and APAC corporate offices with technical and operations staff to ensure conference / meeting venues, equipment and required materials (information packages, data projectors, flip charts, notebooks, meals / snacks, etc.) are made available within required times
• Ensure in country travelers receive appropriate information and security briefing before and during travel
• Coordinate workshop registration processes and act as a contact person for workshop participants
• Work hand in hand with finance staff to ensure accuracy of payment information and timely reimbursement of per diems for conference / meeting participants
• Maintain and regularly update travel plans and records
• Assist in reducing costs by seeking quality budget conference facilities and meeting options

General Administration

• Ensure all new hires to the corporate office are provided with the necessary working tools including laptops, workspaces, and supplies etc.
• Maintain equipment inventory of all corporate office procurements and when applicable, liaise with Finance and Administration Manager for disposition of equipment
• Contribute to development of corporate office annual and period budgets, procurement plans, costing estimates and monthly cash forecast
• Schedule and follow up meetings for the Country Representative, APAC, EMEA and ARBP BD capture leads
  In his/her absence, serve as the Project backstop to the Finance Officer and perform duties as guided. Specifically, prepare payment vouchers for all approved expenditure, ensure accuracy of bank information of approved workshop participants, manage project petty cash, and prepare required files for internal and external audits
• Participate in the review of internal processes and controls of the corporate office. Assist in the preparation of recommendation for process improvements
• Maintain safe custody of project petty cash in the absence of the finance officer and ensure issuance is in line with the company policies and procedures
• Perform other duties and responsibilities as may be assigned

Key Competencies Required:

• Solid experience with US Government (Centers for Disease Control, Department of State, USAID, etc.) or other donor clients
• Experience supporting procurement functions for large and complex projects
• Excellent written and verbal communication skills.
• Financial acumen and the ability to interpret and analyze financial reports.
• Sound problem solving and decision-making skills
• Ability to work with a low level of supervision and as a part of a team when required