Job Openings at Palladium Group

Project Overview and Role
The purpose of the Nigeria Integrated Health Program (IHP) Task Order 3 Contract is to implement priority primary health interventions in Bauchi State to strengthen the state-, LGA-, and ward-level health system as well as strengthen engagement with the state government. The objectives of the program are to (a) strengthen systems supporting primary health care services; (b) improve access to primary health care services; and, (c) increase quality of primary health care services.
 
The overall IHP goal is to contribute to state-level reductions in child and maternal morbidity and mortality and to increase the capacity of health systems (public and private) to sustainably support quality primary health care (PHC) services. IHP will be USAID’s principal primary health program service delivery activity in Bauchi and shall coordinate closely with other USAID activities and other development partner programs in the state. USAID will intentionally overlay this activity with other Mission programming to increase Government of Nigeria (GON) resources for primary health care (PHC) services, increase demand for PHC services, and improve access to essential commodities. IHP is expected to collaborate closely with those other implementing partners and will not undertake any activities already implemented by other USAID programs.

Responsibilities

• Identify evidence-basedinnovative approaches to strengthen health systems strengthening interventions including service delivery
• Provide technical assistance to key stakeholders including review of technical documents, and provide input to relevant policies and strategies
• Provide technical assistance and advice on the relevant latest health developments, publications, and other information generation activities being undertaken both in Nigeria and globally
• Provide technical expertise in high-impact RMNCH services and advice on their integration into established service delivery systems at different levels of care
• Collaborate with other stakeholders, including other IHP states, to apply lessons learned, innovations, and cutting-edge quality improvement methods to translate best practices into improved implementation of interventions

Requirements

• Post-graduate degree in International Health, Epidemiology, Social Sciences, or related discipline
• Progressively responsible, professional-level experience on RMNCH issues
• In-depth understanding of a range of RMNCH interventions
• Specialized Knowledge/Skills
• Demonstrated experience in the strategic design and implementation of RMNCH programs
• Strong understanding of global RMNCH policies, strategies and monitoring frameworks
• Experience in innovations and quality improvement is strongly preferred.

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Reports to:  Senior Operations Manager
Duration: 5 years

Project Overview and Role   

• IHP is an Integrated Health Program with an expanded effort with the Government of Nigeria (GON) to identify and support rapid scale-up of proven interventions through improvement of service delivery and strengthening of health systems.
• It will focus its support for service delivery in six intervention areas, family planning, malaria, routine immunization, nutrition, maternal/newborn health, and treatment of childhood pneumonia/diarrhea.
• The Operations Officer (State) will work from the Abuja Country Office and provide operations support to the state offices.
• The Operations Officer (State) reports to the Senior Operations Manager and is responsible for ensuring the smooth operations and logistics of the state program, including local and in-country travel, local vendor relationships, and event and meeting arrangements.

Responsibilities   
Procurement and Contracts Management:

• In consultation with the project team, explore market and collect price quotations from suppliers and vendors
• Collect necessary documents and information to process purchase orders, consultant agreements, letter agreements, subcontract/agreements and/or sub-grants
• Keep up-to-date electronic database, documentation of necessary information and deliverables in the files of each consultant agreement, sub-agreement, contract, grant, vendor, etc.

Office Administrations and Logistics:

• Maintain appropriate and updated filing system for all project documents including procurement documents (Due Diligence forms, biodatas, hosting checklists; competitive quotations); field vouchers, approved budgets and purchase orders); and workshop/activity payments; checks
• Assist in management of Field Office assets, premises, supplies, publications, facilities and logistic services as required
• Administer regular maintenance of all office space and equipment including necessary insurances in place and processing of claims in case of loss
• Serve as backup for administration of transportation for the office and staff for local and international travel
• Maintain HR-related files, including monthly updating of leave time accrued/taken, ensuring medical insurance for staff
• Maintain up-to-date record of all rent, service and utility contracts for the office and, administer prompt payment of rents, insurance, service and utility bills
• Assist in performing project close out activities
• Work with project team to calculate and submit cost share information, where applicable
• As necessary, assist in financial audit. Maintain accurate and up-to-date operational, personnel, and other records as required by corporate management and/or Nigerian law
• Work closely with Finance Officer for daily tasks and overall project management

Asset Management:

• Manage expendable property
• Perform receiving function, record and tag all items
• Issue supplies and stationery to staff
• All other duties and tasks as assigned

Requirements   

• Bachelor's Degree from a recognized academic institution in Business or related field or 4 years working in administration; MBA is an advantage
• Proven competency in planning, organizing, and implementing operational activities
• At least 4 years of administration experience with a good understanding of business operations and controls; experience with international organizations and USAID regulations an advantage
• Proficiency in MS Office applications
• Sound written and verbal communication skills in English
• Strong supervision skills to ensure activities, schedules and progress are reviewed and monitored
• Experience leading, mentoring, and motivating staff; a good understanding of performance management
• Demonstrates good judgment and decision making. A minimum of 2 years of people management experience, including setting performance objectives, managing for results, giving and receiving feedback, performance evaluation and mentoring and coaching
• A minimum of 2 years of work experience in a developing country or similar environment
• Project Management expertise
• Excellent written and verbal communication skills
• Financial acumen and the ability to interpret and analyze financial reports
• Sound problem solving and decision making skills
• Strong management skills with ability to mentor, coach, lead, develop and evaluate staff
• Ability to work with a low level of supervision and as a part of a team when required
• Demonstrated critical thinking, attention to detail, and organizational skills
• Demonstrated leadership skills including a high level of professional maturity is required

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Project Overview and Role   
Purpose of Position:

• For assigned projects, the Associate, Financial Management serves as part of the project management team, supporting the financial management aspects of the programme
• The Associate will work with the programme and operations teams to maintain the programme financial records, prepare the client invoice, forecast cash flow, revenue and project income, and analyse performance against value for money principles in accordance with the programme budget, contractual obligations, company policies, Group Standard Operating Procedures (SOPs) and Guidelines and client rules and regulations
• The Associate will utilise reporting from Palladium’s Enterprise Resource System, and MS Excel analytics to provide required inputs and reporting for the programme team, the Project Manager and the Programme Leadership, and Palladium’s Corporate Financial Management Team.

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 12 months. 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, Financial Management, are to:

Financial Management:

• 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;
• Monitor expenditure against budgets and forecasts, including staff costs, operating expenses and procurements;
• Development of Business Metrics to determine input/resource needs and ensure optimal workforce utilisation.
• Ensure the project financial calendar is adhered to;
• Assist with project financial / cash-flow planning, process funding requests from the field, and process monthly Funds Transfer Requests (FTRs);
• Support the preparation of client and internal financial forecasts;
• Review cashbooks / field vouchers and ensure supporting documentation is complete;
• Assist in ensuring the accuracy of client invoices (including monthly, milestone and performance based invoices). Process necessary recodes and corrections and updating the invoice in the accounting system.
• Reconcile and report expense advances monthly;
• Create dashboards and key financial indicators to measure project delivery in line with forecasts;
• Supporting project teams to conduct Value for Money analyses and create cost effectiveness narratives;
• Ensure compliance with the Accounting Standards and Business Guidelines in relation to revenue recognition and other areas of audit compliance;
• Provide monthly financial assessments and commentary for discussion with the Senior Manager, FM and Director, FM, including input into programme Monthly Project Highlight Reports (PHRs), Financial Review Meetings and Internal Project Reviews (IPRs);
• In collaboration with the Project Manager, prepare and monitor revenue recognition schedules and cost accruals as required;
• Work together with the Senior Manager, FM to ensure timely billing and cash collection;

Project Management:

• Support project start-up and closeout;
• Serve as a liaison between corporate services (including the corporate financial management team) and the project;
• Ensure company policies, SOPs and Guidelines for financial management are implemented and are compliant with the client’s rules and regulations;
• Participate in the development and maintenance of project work plans;
• Updating project employee lists, allowing them to book time against specific projects;
• Support the development and presentation of internal and external financial reporting (for example: Project Highlight Reports (PHRs), quarterly Internal Project Reviews (IPRs), periodic Financial Review Meetings, project risk assessments, annual reviews, and client deliverables) and ensure these outputs are fit for purpose;
• Contribute project issues and risks logs, ensuring financial risks are monitored, reported on, managed and mitigated, and escalate risks and issues to corporate/project leadership, as required;
• Undertaking financial spot check reviews to ensure compliance with company and client requirements;
• Support the external audit process and ensure retention of project records is compliant with company policy and client requirement;

Head Contract and Client Relationship Management:

• Support the monitoring and maintenance of compliance with head/prime contracts;
• Manage and support contract amendments as required; including support to adjustment to budget models, and coordination and evaluate pricing inputs (partners, program expense, labour, and other sources);
• Liaise with and respond to requests from clients;
• Provide regular or ad hoc reports to the clients;
• Support project advocacy with internal and external stakeholders;

Business Development / Other:

• Assist in the timely completion of business proposals;
• Participate in capture planning, providing inputs on operational requirements;
• Provide input and support business development of the company as required;
• Other duties as assigned;

Reporting Requirements
The role has dual reporting requirements to the Project Director/Delegate and the Corporate Manager (Financial Management). Reporting requirements include:

• Attendance at weekly and/or management team meetings;
• Provision of regular updates to the manager;
• Monthly submission of operations financials and forecasts;
• Monthly updates on the status of personal Key Performance Indicators (KPIs) and any other material matters and/or areas of concern;
• Provision of exception reports as required;
• Inputs to the Business Unit’s quarterly reports as required;
• Other reporting as requested by the manager;

Relationships:

• The role will form part of the Project Financial Management team and will work closely with members of the MNCH2 project team (and particularly the MNCH2 Senior Manager – Finance) as well as other Palladium programme teams in Nigeria, Financial Management team members across the company and the technical Practice Areas.
• 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 on financial management 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;

Requirements
Minimum Education and Experience Required:

• A relevant Bachelor's Degree.
• A minimum of 2 years relevant work experience.
• Project management of financial/administrative support experience with DFID, DFAT, USAID or other donor client(s).

Key Competencies and Professional Expertise Required:

• Financial acumen and the ability to interpret and analyse financial reports
• Excellent MS Excel skills.
• Strong understanding of project management and accounting systems
• Sound problem solving and decision-making skills
• Excellent written and verbal communication skills
• Willingness to travel to project states, and potentially to other Palladium Offices.
• Ability to work with a low level of supervision and as a part of a team when required.