Job Vacancy Notice at Palladium
ROLE: Administrative and Grants Officer
Palladium is a global organization that works in 90 countries to improve communities, businesses, society, and economies. Palladium manages the USAID-funded PROPEL Health project in Ghana, which aims to improve the enabling environment for equitable and sustainable health services, supplies, and delivery systems through policy development and implementation; adequate, predictable, and sustainable health financing; enhanced government stewardship, transparency, and accountability; and the use of evidence-based advocacy approaches to promote best practices at the global, national, and subnational levels.
It focuses on family planning/reproductive health (FP/RH), as well as the integration of FP/RH with HIV and mother and child health (MCH), through the lens of economic empowerment and positive youth development. To improve resilience and sustainability, our transformational technical strategy focuses on localizing policy, advocacy, financing, and governance (PAFG) leadership, technical support, and capacity development. The initiative actively supports USAID’s localization approach by involving local actors in the co-creation of our country’s designs as well as leading implementation, monitoring, and evaluation.
Primary Responsibilities And Duties
The Administrative and Grants Officer will assist PROPEL Health Ghana by assisting the operations team with tasks such as office administration/operations, logistics, travel, and procurement. Furthermore, the officer will assist the project with grant administration over the course of the project. Under the general supervision of the Project Country Lead, the role will report to the PROPEL West Africa Administrative and Contracts Manager.
Administrative
- Assist with the recruitment process, track and maintain the leave database, and close out leave balances to ensure they are current and accurate.
- To ensure the efficient functioning of the national program, provide administrative support such as translation, diary maintenance, scheduling and arranging meetings, travel arrangements, event/meeting organization, and so on.
- Support the management and maintenance of office and program databases in the SharePoint system to guarantee vital documents and files are stored electronically on a regular basis.
- Assist with in-country personnel timesheet management to hold them accountable for signing timesheets by corporate deadlines and ensuring no suspense hours are booked.
- Other responsibilities and tasks as allocated
Procurement:
- Assist the project team in the procurement of consultants, vendors, and contractors, including market surveys to identify supply sources of items, quotation evaluation, and negotiations with vendors/service providers; follow-up and liaise with vendors/service providers to ensure timely delivery of services and goods, in consultation with the West
- Africa Administrative and Contracts Manager.
- Support the project team in adhering to business rules, Standard Operating Procedures (SOPs), project processes, and donor restrictions while recruiting consultants, vendors, and contractors in cooperation with the West Administrative and Contracts Manager.
- Work with the project team and the headquarters operations team to process contracts, agreements, grants, purchase orders, and all other procurements and leases.
- Keep track of deliverable due dates and contract expiry dates, and notify Technical Monitors and the HQ team of contract extensions on time.
- Assist in maintaining and updating distinct procurement folders. For future audit purposes, keep records of critical information, documents, and deliverables relating to consultants, subcontractors/grantees, and suppliers, such as selection, contracts and changes, deliverables, invoicing, and closeouts.
- To handle payments, and provide evaluated and authorized deliverables/invoices to the Finance Officer and Finance Manager.
- Other responsibilities and tasks as allocated.
Grants
- Assist technical staff in developing RFAs and preparing documents for grant review and approvals.
- Assist with the advertisement of the RFP, enable the study and evaluation of grant applications with the review team, and issue pre-approved funds in accordance with the PROPEL Health funds Manual.
- Over the course of the project, assist with the start-up and close-out of PROPEL Health Kenya grants. Assist in ensuring necessary documentation is produced and on file to ensure grant file audit readiness.
- Assist with grantee training, including capacity building for potential recipient organizations and knowledge transfer for internal project employees, as needed.
- Keep up to date on updates and revisions to the PROPEL Health Grants Manual.
- Assist in the monitoring of grant milestone payments to verify compliance with the work plan and milestones, and evaluate estimated expenditures versus actual expenses.
- Assist in the screening of selected grantees/sub-awardees using Refinitiv WorldCheck, Sam.Gov, OFAC, and UN Sanctioned List. List
- Any other grant/sub-award obligations and tasks that may be assigned.
Education Qualifications required:
- A bachelor’s degree in finance, accounting, business administration, economics, statistics, or a related discipline is required, as is at least four years of relevant work experience in a related sector or equivalent experience.
- A master’s degree in a relevant discipline will be advantageous.
Experience and knowledge
- Minimum of three years of work experience in administrative, operations, procurement, and office management with an international organization, particularly with a USAID-funded project. Knowledge of USG procurement standards is required.
- Excellent financial and accounting abilities
- Grant management knowledge and understanding
- Previous program operational experience – administrative/operations, procurement, and grants
- Ability to operate well in a collaborative environment Strong written and verbal communication abilities
- English fluency
How to Apply for this Job Vacancy at Palladium
Closing Date: 22nd October, 2023
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