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Associate, Project Management
Abuja
Nigeria
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.
Purpose of Position
For assigned projects, the Associate, Project Management serves as part of the project management team. This team is responsible under the leadership of the Project Manager for the management and delivery of projects. The specific purpose of the position is to support the management and 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.   

Assigned project
This role will be assigned to the Nigerian Maternal, Newborn and Child Health Programme (MNCH2), and based in Abuja for a fixed term of 10 months (with an immediate start). DFID appointed Palladium and its consortium members to manage implementation of the Nigerian Maternal, Newborn and Child Health Programme (MNCH2); which runs for 5 years 7 months from 1st June 2014 to 31st December 2019.
The objective of the programme is to achieve effective and efficient delivery of essential health care for pregnant women, new-borns and children, alongside routine immunisation. The programme will strengthen health system coordination through improved health sector planning and financing, and will increase demand for and access to high quality health services. The programme is working with government to build capacity within the public health system to enable sustainability beyond the immediate lifetime of the programme.  Sustainable solutions should be sought for every output and outcome of this programme intervention. 
Primary responsibilities:
The primary responsibilities of the Associate, Project Management:

Project Management (Operations):
  1. Support project start-up and closeout;
  2. Serve as a liaison between corporate services and the project;
  3. Contribute to the preparation and maintenance of project specific components of the project operations manual;
  4. Support training of project staff on 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 operations matters);
  5. Participate in the development and maintenance of project work plans;
  6. Support the development and presentation of internal and external reporting (for example: Project Highlight Reports (PHRs), quarterly Project Financial Reviews (PFRs), project risk assessments, annual reviews, and client deliverables) and ensure these outputs are fit for purpose;
  7. Ensure project issues and risks are logged, monitored, reported on, managed and mitigated, and escalate risks and issues to project leadership, as required;
  8. In collaboration with Internal Audit/Systems Review, conduct periodic compliance checks on processes and internal controls;
Head Contract and Client Relationship Management
  1. Support the monitoring and maintenance of compliance with head/prime contracts;
  2. Manage and support contract amendments as required;
  3. Liaise with and respond to requests from clients;
  4. Provide regular or ad hoc reports to the clients;
  5. Support project advocacy with internal and external stakeholders;
Financial Management
  1. In collaboration with Finance 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 value for money (VFM) reporting;
  2. In collaboration with Treasury, set-up project bank accounts with appropriate company and project signatories;
  3. Ensure the project financial calendar is adhered to;
  4. Monitor expenditure against budgets and forecasts, including staff costs, operating expenses and procurements;
  5. Assist with project financial / cash-flow planning, process funding requests from the field, and process monthly Funds Transfer Requests (FTRs);
  6. Review cashbooks / field vouchers and ensure supporting documentation is complete;
  7. Serve as a coordinator for service providers and process work orders and invoices;
  8. Assist in ensuring the accuracy of client invoices (including monthly, milestone and performance based invoices);
  9. Reconcile and report expense advances monthly;
  10. Process contract action requests (for example travel, personnel additions/changes, partner, grant, budget realignment, etc.);
  11. Support the external audit process and ensure retention of project records is compliant with company policy;
Human Resource Management and Recruitment
  1. Coordinate input and support from HR for recruitment and contracting;
  2. In collaboration with Security, ensure safety and security procedures, including Occupational Health and Safety (OHS) requirements, are in place and adhered to;
  3. In collaboration with HR, ensure staff performance management systems are in place and adhered to;
  4. Maintain project data on relevant HR systems for short-term and long-term staff and consultants;
  5. Support the mobilisation and demobilisation of all international staff (short-term and long-term) including contracting, travel management, payments and induction;
Procurement, Sub-Contractor and Grant Management
  1. Support development of project subcontractor / grant management procedures compliant with the company’s SOPs and Guidelines and client’s rules and regulations; 
  2. Review and ensure quality of field procurement; ensuring compliance with company anti-corruption and due diligence processes;
  3. Coordinate the processing of service provider work orders and invoices;
  4. Monitor and report monthly on the status of partner budgets/invoicing and grants;
  5. Ensure asset management procedures are undertaken and conduct spot checks.
Business Development / Other
  1. Participate in capture planning, providing inputs on operational requirements;
  2. Provide input and support business development of the company as required;
  3. Other duties as assigned.
Reporting Requirements
The role reports to the Project Manager or delegate. Reporting requirements include:
  1. Attendance at weekly and/or management team meetings,
  2. Provision of regular updates to the manager,
  3. Monthly submission of operations financials and forecasts,
  4. Monthly updates on the status of personal Key Performance Indicators (KPIs) and any other material matters and/or areas of concern,
  5. Provision of exception reports as required,
  6. Inputs to the Business Unit’s quarterly reports as required,
  7. Other reporting as requested by the manager.
Relationships
  1. The role is part of the project management team.
  2. 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 with appropriate consultation. The role is required to:
  • analyse and make sound recommendations to the line manager,
  • Contribute to process improvement through innovative and cost effective proposals/ideas/suggestions.
Minimum education and experience required
  1. A relevant Bachelor’s degree.
  2. A minimum of 2 years relevant work experience.
  3. Project management of administrative support experience with DFID, DFAT, USAID or other donor client(s).
  4. Experience in a developing country or similar environment.
Key competencies and professional expertise required
  1. Understanding of Project Management.
  2. Excellent written and verbal communication skills.
  3. Financial acumen and the ability to interpret and analyse financial reports.
  4. Excellent Microsoft Excel Skills
  5. Sound problem solving and decision making skills.
  6. Willingness to travel as might be required.
  7. Ability to work with a low level of supervision and as a part of a team when required.
 
27 Jan 2019
    
By submitting an application for this position you are agreeing to submit to or provide information relating to police/background checks which may be conducted as applicable.

Palladium is committed to the protection of personal information and compliance with relevant data protection and privacy laws. The information requested as part of your application is collected directly from you to assess your suitability to provide services to Palladium, its clients and/or any of its projects. Any information that you provide will be recorded and maintained in a confidential way. Applicants are considered for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, age, disability or protected veteran status, or any other legally protected basis, in accordance with applicable law. Palladium is a child-safe organisation and screens applicants for suitability to work with children. Our checks may include a police check. If this applies to your position, this will be discussed directly with you by our recruiter. We collect the information outlined in this form on the legal basis of your consent and then may later use it for compliance with relevant laws (e.g. taxation), the performance of any contract we have with you or any contract we have with our client. This contract performance management includes managing your employment, your performance and/or engagement with us. The information you supply may be provided to our related companies and offices overseas, subject to such overseas offices/related companies being bound by the same data protection standards as the office/related company to which you provide the information and provided also that such transfer of information is required as part of fulfilling the purpose of or the reasons for the provision of the information, or for the performance of any subsequent contract. An example of this might be that the hiring managing or an individual involved in the decision is based in another location. Further details on overseas transfers are available at http://thepalladiumgroup.com/legal/our-policies. If you do not provide your data or consent to processing by us then we cannot assess your suitability to enter into a contract with you. Depending on your country of residence, you may have certain data protection or privacy rights. You can find details, including our retention guidelines, at http://thepalladiumgroup.com/legal/our-policies. Data protection or privacy queries can be directed to Privacy@thepalladiumgroup.com.

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