Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.
For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved - and is committed to continuing to improve - economies, societies and most importantly, people's lives.
Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.
Project Overview and Role
For assigned projects, the Manager, Project Delivery serves as part of the Project Delivery Unit. This team is responsible under the leadership of Health Policy Plus (HP+) for the management and delivery of projects. The specific purpose of the position is to facilitate the management and implementation of effective and efficient program delivery, financial and compliance activities to deliver projects in accordance with contractual obligations, company policies and client rules and regulations.
- Plan and manage project start-up and closeout
- Serve as the primary liaison between corporate services, Practice Senior Managers, and Compliance and Project Excellence Hub and the project;
- Support corporate registration in-country and ensure all legal and financial requirements are met and maintained for the entity and project;
- Prepare and maintain project specific components of the project management manual;
- In collaboration with the Compliance and Project Excellence Hub and corporate services, provide training and guidance to project staff on and ensure compliance with company policies and client rules and regulations (covering as required risk management, project planning, human resource management, monitoring, reporting, finance, procurement, logistics, IT, communications, audit support and all other project managements matters);
- Establish project offices and office infrastructure;
- Participate in the development and monitoring of project work plans;
- Support the development and presentation of internal and external reporting (for example: quarterly Internal Project Reviews (IPRs), CPARs, project risk assessments, annual reviews, and client deliverables) and ensure these outputs are fit for purpose;
- Ensure project issues and risks are logged, monitored, reported on, managed and mitigated; escalate risks and issues to Practice/project/Compliance Hub leadership, as required;
- In collaboration with Risk Management, conduct periodic compliance checks on processes and internal controls;
- Serve as a point of contact with service providers and address contractual matters as required;
- Support development of project subcontractor / grant management procedures compliant with the company's SOPs and client's rules and regulations;
- Facilitate field office leases;
- Monitor and ensure quality of field procurement; ensuring compliance with company anti-corruption and due diligence processes;
- Report monthly on the status of partner budgets/invoicing and grants;
- Ensure asset management procedures are undertaken and conduct spot checks.
- Manage and approve (or obtain approval for) contract action requests (for example travel, personnel additions/changes, partner, grant, budget realignment, etc.);
- Support the planning and coordination of inputs from the company's Security, Risk Management Review teams;
Head Contract and Client Relationship Management
- Monitor and maintain compliance with head/prime contracts;
- Monitor and report on overall progress against agreed targets, milestones, outputs and activities;
- Develop, manage and support contract amendments as required;
- Liaise with and respond to requests from clients;
- Provide regular or ad hoc reports to the clients;
- Support project advocacy with internal and external stakeholders;
- Ensure company policies for financial management are implemented and are compliant with the client's rules and regulations;
- Ensure that project levels of delegated authority issued are in accordance with Company policy and manage the process for higher-level approvals as required;
- In collaboration with Financial Management establish project account codes, ensuring they are fit for purpose and meet client's and project's requirements for cost allocation, monitoring and evaluation, and client 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;
- Monitor expenditure against budgets and forecasts, including staff costs, operating expenses and procurements;
- Manage project financial / cash-flow planning, review and approve (or obtain approval for) funding requests from the field, and review and approve (or obtain approval for) monthly Funds Transfer Requests (FTRs);
- 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 (on an as-needed basis) and ensure retention of project records is compliant with company and client policy;
Human Resource Management and Recruitment
- Support project human resource planning, recruitment, contracting, and coordinating inputs from the company's HR and Talent Acquisition teams;
- Maintain project data on relevant HR systems for short-term and long-term staff and consultants;
- Lead the mobilisation and demobilisation of all international staff (short-term and long-term) including contracting (in coordination with HR) and travel management.
Business Development / Other
- Participate in capture planning, providing inputs on implementation requirements
- Provide input and support business development of the company as required
- The role reports to the project Senior Manager. Reporting requirements include:
- Attendance at all regular management team meetings,
- Provision of regular updates to the line manager,
- Monthly submission of financials and forecasts,
- Monthly updates on the status of personal Key Result Areas (KRAs) and any other material matters and/or areas of concern,
- Inputs to the Business Unit's quarterly reports as required,
- Other reporting as requested by the line manager.
- The role is part of the Health Practice Area,
- As delegated, the role liaises with clients, technical area specialists, corporate services, professional service providers, and other stakeholders as required.
- Authority levels
- The role carries a degree of autonomy on project management with appropriate consultation. The role is required to analyse and make sound recommendations to the line manager,
- Oversee and manage Senior Project Associates and Project Associates as assigned,
- Contribute to process improvement through innovative and cost effective proposals/ideas/suggestions.
- Minimum education and experience required
- Relevant work experience.
- Project management experience with DFID, DFAT, USAID or other donor client(s).
- Experience managing large and complex projects with a high risk profile.
- People management experience, including setting performance objectives, managing for results, giving and receiving feedback, performance evaluation and mentoring and coaching.
- Work experience in a developing country or similar environment.
- Key competencies and professional expertise required
- This position requires management, procurement & contracts, financial and administrative experience.
- Financial acumen and the ability to develop, interpret and analyse financial reports.
- Budget acumen and the ability to develop & implement budgets and forecast programs.
- Dealing/negotiating with client or subcontractor on budget and agreement clauses.
- Experience in procurement under US government regulations.
- Formal Project Management training and expertise.
- Excellent written and verbal communication skills.
- Sound problem solving and decision-making skills.
- Strong management skills with ability to mentor, coach, lead, develop and evaluate staff.
- Willingness to travel and work abroad a minimum of eight weeks per year in developing countries and elsewhere.
- Ability to work with a low level of supervision and as a part of a team when required.
- Proficiency in international languages is desirable.