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Job Details: Operations & Finance Manager - TRACTION

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Operations & Finance Manager - TRACTION
Lilongwe
Malawi
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.
TRACTION is a 5 year UK Department for International Development funded programme, implemented by Palladium in Malawi. The programme aims to improve economic development and service delivery throughout Malawi by using a number of innovative approaches. This role is an essential part of the programme management team - leading all operational aspects of the programme to ensure effective and efficient delivery. 
The primary responsibilities of the Finance and Operations Manager, are as follows.
Financial Management
  • Ensure compliance with both DFID and Palladium financial processes and systems
  • Preparation of annual client and Palladium forecasts, with regular updates (at least monthly) to ensure minimal variance
  • Management of the TRACTION bank account
  • Oversee the finance officer in the preparation of weekly field vouchers and all payment approval documentation
  • Prepare monthly funds transfer requests (FTRs) for Palladium treasury detailing the forecast of expenditure for the month
  • Work with the MLA manager to provide the required information for Value for Money reporting, ensuring that the project Work Breakdown Structure (WBS) is up to date and costs are being correctly charged to the project
Human Resource Management
  • Prepare and maintain the fixed term employment contracts for all TRACTION staff
  • Prepare and maintain monthly payroll for all TRACTION staff, ensuring timely payment and the deduction of appropriate taxes and benefits
  • Support the Team Leader in the establishment of the performance management system, and ensure compliance of all line managers with the requirements and timelines of the system
  • Keep up to date with changes in Malawian legislation surrounding employment legislation and employer and employee obligations
  • Prepare and maintain consultancy agreements for Malawian consultants
Compliance
  • Establish and maintain the project management manual, updating as required to ensure it remains up to date
  • Ensure that all payments are made with the correct statutory deductions
  • Ensure that all statutory deductions are remitted to the appropriate authorities within the necessary timeframe
  • Oversee the TRACTION annual financial audit, including procurement of the audit firm (if requested by DFID) and facilitation of the audit process
  • As required, work with other Palladium Malawi projects to ensure the compliance of the Palladium Malawi corporate entity including supporting corporate audits and returns
Contracts Management
  • Prepare and maintain contracts for local suppliers and agents
  • Ensure that all contracts are filed and recorded in an auditable fashion
  • Work with the Project Coordinator to ensure that all contracts are approved by Contracts and Compliance before signing, as required
Procurement
  • Oversee all TRACTION procurement of goods and services
  • Ensure compliance with both Palladium and DFID procurement procedures
  • Oversee the finance officer (or other delegate) in the maintenance of the asset register
Office Management
  • Act as the primary liaison point between the landlord and TRACTION
  • Ensure that all office supplies are procured appropriately, and accurate stock records are kept for all consumable items
Safety and Security
  • Act as the TRACTION programme Safety and Security focal point, liaising as necessary with the Palladium corporate security team
  • Establish and Maintain the TRACTION communications tree
  • Maintain and update the TRACTION safety and security procedures as necessary throughout the life of the programme to ensure the safe and compliant operation of TRACTION
The Successful Candidate will:
  • Have experience of operational roles within donor funded development programmes (DFID preferred)
  • Have proven management experience with the ability to work autonomously to a high level of delivery
  • Be able to work under pressure and pick-up new tasks and processes quickly
 
05 Nov 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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