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  • Operations Officer at Palladium Group

  • Posted on: 12 November, 2018 Deadline: Not Specified
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  • 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.

    Operations Officer

     

    Location: Osun Application Link

    Location: Ebonyi  Application Link

    Location: Abia  Application Link

    Project Overview and Role   
    Health Policy Plus (HP+) is a USAID-funded five-year project awarded to Palladium (formerly Futures Group) on August 28, 2015.  HP+ has a mandate across global, country and sub-national levels to strengthen and advance health policy priorities in the areas of family planning and reproductive health (FP/RH), HIV, and maternal health.  HP+ aims to improve the enabling environment for equitable and sustainable health services, supplies, and delivery systems through policy development and implementation, with an emphasis on voluntary, rights-based health programs.

    HP+ will help public health and policy leaders attach higher priority to their national and sub-national health needs, secure sustainable financing, advance health equity, and monitor policy implementation to ensure gains stay on track.  HP+ aims to secure long-term enduring change by working with coalitions both inside and outside of health and showing common cause with neglected populations and other development actors. Central elements of HP+ revolve around building in-country capacity, institutionalizing achievements of past investments, and promoting country ownership of programs and initiatives.
     
    HP+ Nigeria is supporting state-level efforts to effectively capitalize on key health financing reforms, specifically the Basic Health Care Provision Fund (BHCPF), by strengthening systems and structures to operationalize the fund, while also meet, and potentially exceed or improve performance to meet, the requirements of Primary Health Care Under One Roof (PHCUOR). Working in Abia, Osun, Ebonyi and the FCT, as well as some national-level support, HP+ Nigeria is looking to advance the following key objectives: (1) strengthen state-level governance, coordination, and synchronization to sustain stewardship and ownership of key health financing reforms; (2) identify and mobilize predictable and sustainable revenues for state-level health reforms; (3) improve transparency, accountability and efficiency of mobilized resources.
     
    Position Summary

    • The Operations Officer will be based in Osun, Nigeria and will be responsible in the areas of arranging staff movements (by road and air), responsible for meetings and workshop logistics. The position will be supervised by the Osun State Team Leader.

    Key Responsibilities
    Reporting to the Osun Finance Manager, the Operations Officer will:

    • In consultation with the project team, explore market and collect price quotations from identified vendors and collect necessary documents and information to process procurement in line with HP+ policies and procedures;
    • Conduct due diligence review of potential consultants/contractors and vendors prior to submission for approval;
    • Draft consultancy, purchase order or other Palladium award instruments;
    • Maintain appropriate and updated filing system for all project documents including procurement documents (Due Diligence forms, biodatas, hosting checklists; competitive quotations); approved budgets and purchase orders); and workshop/activity payments and attendance sheets;
    • Ensure relevant authorization has been obtained before any purchase takes place;
    • Ensure that HP+ procedures are adhered to and program staff are familiar with the procedures (this includes training staff on procurement mechanisms and new procurement procedures);
    • Develop and maintain systems for tracking contractual documents, correspondence and reporting applying records management policy;
    • Participate in workshop and event planning and budgeting;
    • Make reservations for conferences/workshops venue and participants’ accommodation in line with company and project guidelines;
    • Make reservations for air, train, or road travel as necessary;
    • Provide timely and accurate logistical support for organizing conferences, workshops, and events. This includes arrangement of venue setup, catering, workshop supplies, and equipment;
    • Coordinate with technical and finance team to confirm participants and workshop costs. Ensure the vendor invoices and participants expense reports are processed for payment on time;
    • Administer travel authorizations, travel advance requests and travel expense reports including reviewing, ensuring authorized approval and processing for payments as per the corporate and project travel guidelines;
    • Manage necessary vendor relationships to ensure smooth organization of workshops and programs. Maintain up-to-date list of vendors for accommodations, conference venues, travel logistics, workshop and stationery supplies, catering services, taxi/vehicle rentals, conference equipment and support services, interpreters, etc.;
    • Potential travel to event venues to provide logistics support during activities;
    • Ensure all HP+ assets are properly recorded, listed and tagged;
    • Ensure all HP+ Assets and inventory list is updated periodically;
    • Monitor staff timesheets and send communications to relevant staff for missing, incomplete, unsigned or unapproved timesheets.

    Requirements   
    Degree and Experience:

    • Bachelor's Degree in relevant field of study.
    • Minimum 5 years of relevant experience. Experience with INGO projects are an advantage.
    • Knowledge of travel arrangements and logistics is key.

    Skills:

    • Strong analytical and computer skills (Word, Excel, PowerPoint, Internet).
    • Ability to work in a team and communicate effectively with diverse cultural and professional staff members.
    • Ability to work under pressure and with minimal supervision.

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