Associate, Project Delivery

Associate, Project Delivery

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 3,200 talented, motivated, and diverse staff of all religions, races, languages, and gender identities.

This Opportunity:

Palladium is seeking an Associate, Project Delivery to support the Global Health Team and our work on the Promoting Results and Outcomes through Policy and Economic Levers (PROPEL) Health project. 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 and Compensation:

The position is based in Palladium's Washington D.C. office.

For our prospective employees in the United States, please note that the full-time equivalent annual base salary for this position is expected to range from $58,000 - $60,000, successful candidates may also be eligible for additional, variable incentive compensation dependent on the role. For part-time employees, the salary will be prorated based on the actual number of hours worked.

Please be advised that a final salary offer will be based on various factors, including but not limited to your qualifications, education, experience, skills, seniority, performance, and Palladium's business or organizational needs.

If you have any questions or concerns regarding the compensation for this position, please do not hesitate to reach out to us. We value your interest in our company and appreciate the opportunity to discuss this opportunity with you.

You and Your Career:

If you are detail oriented, a proactive problem-solver, and team player; and you have experience in project coordination, 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 Lines:

• The role report to the Manager, Finance, Contracts, and Administration.
  
• The role will support the PROPEL Health Project Management Team (PMT) and the PROPEL Health country programs. In addition, the role will be the travel administrator for the project. The role will also be required to liaise closely with other project delivery staff on PROPEL Health in the US and relevant country program(s), as well as the corporate business services team, Process Excellence Hub, health subject matter experts and other units within the Americas Regional Business Partnership.
  
• Externally the role may liaise with suppliers
  
• The role carries some degree of autonomy with appropriate consultation.

Primary Roles and Responsibilities:

Project Management

• Serve as a liaison between the Global Health Team, PROPEL Health and the Process Excellence Hub
• Support PROPEL Health country start-up and closeout
• Contribute to the preparation and maintenance of PROPEL Health specific components of the project management manual
• Learn and contribute to training of project staff on company policies, procedures, and guidelines and client rules and regulations (covering for example: security, occupational health and safety, risk management, planning, human resource management, monitoring, reporting, finance, procurement, logistics, IT, communications, audit support and all other such implementation matters)
• Participate in the development, review, and tracking of progress against project workplans
• Support the development and presentation of internal and external reporting, (quarterly Internal Project Reviews [IPRs], project risk assessments, annual reviews, and client deliverables) and ensure these outputs are fit for purpose
• Ensure project issues and risks are logged, monitored, and updated in the issues and risk portal (aka register) and escalate risks and issues to corporate/project leadership
• Support the mobilization and demobilization of all international staff (short-term and long-term) including contracting, travel management, security, approvals, payments and induction
• Support meetings/workshop logistics for the Global Health Team and PROPEL Health
• Assist with internal Global Health Team and Project Management Unit (PMU) administration, including drafting weekly meeting agendas, tracking tasks, maintaining calendars and deadline reminders
• Work towards anticipating Global Health Team and PROPEL Health needs, and providing compliant, flexible recommendations on processes, or assigned responsibilities, such as suggesting adequate timelines for reviews and coordination between HQ and field offices, proactively handling PMU administrative tasks, etc.
• Ensure PROPEL Health issues and risks are logged, monitored, and updated in the issues and risk portal (aka register) and escalate risks and issues to corporate/project leadership
• Conduct spot checks on processes and internal controls including reviewing asset management procedures and updated asset registers for each project
• Serve as the travel administrator for PROPEL Health

Financial and Contract Management

• Support monitoring expenditure against budgets and forecasts, including staff costs, operating expenses and procurements; reconciles & reports on all advances monthly
• Assist with PROPEL Health financial and cash-flow planning, process monthly Funds Transfer Requests.
  
• Review invoices and prepare Payment Approval Forms for the Global Health Team and PROPEL Health vendors.
• Review cashbooks/field vouchers and ensure supporting documentation is complete
• Help coordinate service providers and process work orders and invoices; track consultant payments and invoices
• Assist with internal financial reporting and tasks including accruals
• Support preparation of contract action requests (i.e., travel, personnel additions/changes, consultant agreements. subcontracts, grants, etc.)
• Review procurements, budgets, reports, and other documents to ensure compliance with relevant policies and procedures

Human Resource Management and Recruitment

• Coordinate input and support from HR for recruitment and contracting staff and consultants
• Coordinate consultant and staff recruitment including due diligence (i.e., posting job descriptions, due diligence, compliance spot checks, biodata verification, record retention, and contract preparation and onboarding)
• Maintain data on relevant systems and files for short-term and long-term staff and consultants

Project Management Team (PMT) Support

• Coordinate monthly meetings between the PMT and Agreement Officer's Representative (AOR) including summarizing action items discussed during the meetings
• Coordinate monthly/quarterly management meetings
• Schedule quarterly reviews and webinars
• Oversee PROPEL Health monthly meetings
• Manage the development of the monthly Core FP/RH Dashboard for USAID distribution

Business Development / Other

• Contribute to company growth by supporting well-managed projects, ensuring Palladium is seen positively by clients for consideration in future business development
  
• Provide inputs to proposals and opportunity research as requested
• 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 manager, project delivery or a functional area
• Other duties as assigned

Essential Criteria:

• Excellent verbal and written communication skills in English
  
• Experience with project coordination
  
• Strong organizational skills and attention to details, demonstrated excellence in follow-through
  
• Ability to work independently and contributes to a cooperative team working environment
  
• Experience working in a cross-cultural environment
  

Desirable Criteria:

• Experience implementing USAID-funded projects
• Familiarity with USAID rules and regulations

Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.

Safeguarding - We define Safeguarding as "the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm". We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.