Job Description
Project Overview and Role
The specific purpose of the position is to manage implementation of effective and efficient operational, financial and compliance activities to deliver projects in accordance with contractual obligations, company policies, Group Standard Operating Procedures (SOPs) and Guidelines and client rules and regulations. Kenyan candidates are encouraged to apply.
Responsibilities
Corporate Operations
Support In collaboration with the Country Director and corporate services, provide a focal point for training and guidance to project staff on and 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, communications, audit support and all other operational matters);
Work with the Project Management Unit (PMU) on the development and presentation of internal and external reporting (for example: Monthly Management Reports (MMRs), quarterly Internal Project Reviews (IPRs), project risk assessments, annual reviews, and client deliverables) and ensure these outputs are fit for purpose;
Coordinate among all Palladium-managed projects based in Kenya to ensure compliance with client and corporate requirements in all financial, administrative, and other operational areas;
Collaborate with senior practice leadership, country director, and project staff to identify and manage resources to help projects meet their goals, deliverables, and milestones; and Spearhead hub office activities as required.
Project Operations and Management
Oversight In conjunction with country director, provide oversight of project finance and operations staff, including development and tracking of progress against KPIs and input on performance reviews. Finance and operations staff will have dotted line reporting to the individual in this role. Support supervision of staff executing financial, operations, human resources, and similar business support functions at the project level;
Serve as the secondary liaison between the Kenya hub office teams and the HQ members of the PMU, to collectively liaise with corporate services (Contracts and Compliance, IT, Human Resources, Finance Management, Invoicing, and Accounting) as needed;
Participate in the development and tracking of progress against project work plans; Support project advocacy with internal and external stakeholders.
Budgeting and Financial Management
Ensure company policies, SOPs and Guidelines for financial management are implemented and are compliant with the client’s rules and regulations;
Assist Country Director with high-level monitoring of all hub office managed project budgets and projections, working with relevant PMUs to ensure monthly spending targets are met, and accuracy of financial data. Serve as a subject matter expert in budgeting and financial management for project teams, working closely with the PMU and HQ Financial Management teams to develop expertise in Palladium’s budgeting and financial management systems and processes;
Establish project levels of delegated authority in accordance with company policy and manage the process for higher-level approvals as required;
Ensure project finance staff are adhering to the monthly financial cycle and/or calendar;
Ensure COPs monitor expenditures against budgets and forecasts, including staff costs, operating expenses and procurements;
Review cashbooks / field vouchers and ensure supporting documentation is complete;
Oversee the external audit process and ensure retention of project records is compliant with company policy.
Human Resource Management and Recruitment Oversight
Oversee project human resource planning, recruitment in compliance with client and corporate policies and procedures; In collaboration with Security, ensure safety and security procedures, including Occupational Health and Safety (OHS) requirements, are in place and adhered to;
In collaboration with the Human Resources Manager, PMU, and hub office leadership team, ensure staff performance management systems are in place and adhered to;
Supervise Manager, Human Resources to ensure HR needs are met across the hub office teams. Procurement, Sub-Contractor and Grant Management Serve as a point of contact with hub office service providers and address vendor contractual matters as required;
Assist staff with ensuring procedures for subcontractor and grants management are compliant with the company’s SOPs and Guidelines and client’s rules and regulations;
Facilitate field office leases; Spot-check quality of field procurement; ensuring compliance with company anti-corruptions and due diligence processes; may serve as member of procurement evaluation committees as needed Ensure asset management procedures are undertaken and conduct spot checks.
Business Development / Other
Participate in capture planning, providing inputs on operational requirements, including but not limited to the requirements for company registration and banking arrangements; Provide input and support business development of the company as required;
Convene the procurement committee, and Other duties as assigned
Requirements
Minimum education and experience required
Master’s degree in Business Administration, or equivalent degree/s in finance, accounting, commerce, or closely related field.
A minimum of 10 years relevant work experience.
A minimum of 6 years project management experience with US Government (CDC, Department of State, USAID, etc.) or other donor clients.
Experience managing large and complex projects.
A minimum of 6 years of people management experience, including setting performance objectives, managing for results, giving and receiving feedback, performance evaluation and mentoring and coaching.
Key competencies and professional expertise required
Formal Project Management training and expertise.
Excellent written and verbal communication skills.
Financial acumen and the ability to interpret and analyse 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.
