Business Support Executive at Palladium Group

Job Description

• The Business Support Executive will support Palladium Nigeria Programmes. The specific purpose of the position is to deliver effective and efficient executive and operational (financial & compliance) support as a member of the Business Support Team (BST). 

Primary Duties and Responsibilities: 

Executive Support:

• Provide executive support coordinating office activities and operations to secure efficiency and compliance with company policies.
• Develop and maintain facilities maintenance schedules as required liaising with facility managers and delivering a courteous service to PIDNL project teams in line with established BST Service Level Agreements (SLAs).
• Draft official letters, including immigration letters for international visitors, liaising with SRMT teams to deliver in-country support and logistics to visitors and programs.
• Provide adequate executive support in coordinating PIDNL Senior Leadership Meetings and quarterly town hall meetings and events, supporting the development and implementation of the PIDNL annual corporate calendar.
• Provide support in developing PIDNL key documentation, including PIDNL performance Annual report and meeting minutes supporting the development and maintenance of operational scorecards as advised.
• Maintain BST excel/online databases, including upload of key official documentation to Nigeria SharePoint Page
• Ensure update of BST work plan (Gantt charts), ensuring effective communication of priorities and risks to manager promptly.
• Support BST in developing and implementing existing and new standardized local policies across the PIDNL portfolio.

Operations Support (Finance):

• Process BST periodic financial returns. This includes submission of cash, and bank field vouchers, monthly forecasts, and Funds Transfer, ensuring supporting documentation for audit purposes, and submission within deadlines stipulated by Financial Management and Account Payable Teams.
• In collaboration with Financial Management, establish BST account codes, ensuring they meet client’s and project’s requirements for cost allocation, monitoring, and evaluation.
• Support Snr Manager, Compliance and Operations, in managing BST bank accounts communications and reconciliation processes. Support the development of monthly shared costs across Palladium’s projects in Nigeria.
• Coordinate and manage PIDNL contracts tracker supporting the administration of contracts and shared services, administer and manage shared services contracts (IT, security, cleaning, supplies, etc.) across the PIDNL portfolio. Participate in the procurement process to identify suitable vendors for services.
• Prepare Payment Approval Forms (PAFs), ensuring compliance with Palladium Procurement and Payment SOPs and proper documentation. This includes the preparation of periodic statutory payment approvals (e.g., WHT, ITF, NSITF, NHF, etc.)
• Track payment and submission of statutory charges (FiRs, WHT, PAYEE, NHF, etc.), escalating nonpayment to compliance and operations manager.

Operations Support (Compliance:

• Act as Africa’s point of contact for online Due Diligence checks on Palladium service providers.
• Act as point of contact for coordinating and escalating HR issues on HMO and ensuring registration of new starters with statutory bodies (e.g., FIRS, SIRS, NHF and Pension).
• Coordinate meetings and schedules during internal and external compliance audit processes with Tax and statutory offices.
• Maintain the Business Support Team (BST) asset register and ensure compliance with assessment management operating guidelines and that supporting documentation is complete for audit purposes.
• Ensure continuous staff life assurance is renewed before the due date.
• In collaboration with Senior Manager, Compliance and Operations, coordinate remittances and schedules for National Social Insurance Trust Fund (NSITF) and Industrial Training Fund (ITF) for the entity. Escalating non-compliance.
• Undertake duties as required that will contribute to the effective operation of the Business Support Team and PIDNL platform in Nigeria.

Reporting requirements:

The role reports to Country Director. The reporting requirements include:

• Attendance at Bi-weekly BST meetings.
• Attendance of weekly meetings and provision of regular updates to the manager.
• Quarterly 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 reports as required.
• Other reporting as requested by the line manager.

Relationships:

• The role will form part of the Nigeria Business Support Team.
• This role works closely with the Project Teams, Country Director, Senior Manager; Compliance and Operations; Project Finance Managers; Account Payable, and Financial Management.

Authority levels:

• The role carries no signatory authority.

The role is required to:

• Analyze and make sound recommendations to the line manager,
• Contribute to process improvement through innovative and cost-effective proposals/ideas/suggestions.

 Required Qualifications:

• Minimum education and experience required.
• A relevant bachelor’s or HND degree.
• Relevant work experience related to this role.
• Project, operations, and executive support experience.

Core Skills Required:

• High degree of organizational skills and ability to manage time effectively.
• Excellent critical thinking and high attention to detail skills.
• Financial management and forecasting acumen and confidence working with numbers.
• Prior experience in managing procurement processes.
• Strong IT skills and competence with Microsoft office suite (at a minimum Word, Excel, PowerPoint).
• Previous experience in an admin and operations capacity.
• Working as part of a team and to deadlines.
• Good analytical skills and draw out relevant and actionable insights from data.