Senior Associate, Project Delivery, Data.FI

1 week ago

Washington, United States The Palladium Group Full time

* Contribute to planning and managing project start-up and closeout including assisting with registration, and establishing project offices and facilitating finalized leases

* Serve as a liaison between corporate services, Senior Managers, Project Delivery, and the Compliance and Project Excellence Hub, and the project

* Contribute to the preparation and maintenance of project specific components of the project management manual

* Actively engage in the development, review, and tracking of progress against project work plans

* Lead the development of internal and external reporting, (quarterly Internal Project Reviews (IPRs), CPARs, project risk assessments, annual reviews, and client deliverables) and ensure these outputs are fit for purpose

* Ensure project issues and risks are reported on, managed and mitigated, and escalate risks and issues to practice, project, or Compliance Hub leadership, as required

* Support development of project subcontractor and grants management procedures compliant with both internal policies and procedures, and client rules and regulations

* Lead internal PMU administration, including drafting weekly meeting agendas, taking notes for distribution, tracking tasks, maintaining calendars and deadline reminders

* Actively anticipate project needs and providing compliant, flexible recommendations on processes, or assigned responsibilities, such as suggesting adequate timelines for reviews and coordination between HQ and field offices, proactively handling PMU administrative tasks, etc.

* Contribute to formal training and informal mentoring of new and junior PMU staff

* In collaboration with the Compliance and Project Excellence Hub and corporate services, support training and giving guidance to project staff on and ensure compliance with company policies, and client rules and regulations (covering as required, risk management, project planning, human resource management, monitoring, reporting, finance, procurement, logistics, IT, communications, audit support and all other project management matters)

* Demonstrate mastery of company policies, SOPs and Guidelines and client rules and regulations (covering for example: security, occupational health and safety, risk management, planning, human resource management, monitoring, reporting, finance, procurement, logistics, IT, communications, audit support and all other such implementation matters)

* Lead procurements, budgets, reports, and other documents, with oversight from a Manager, to ensure compliance with relevant policies and procedures; work with in-country finance and operations staff to ensure compliance with SOPs

* Manage service providers and address contractual and payment matters as needed

* Work towards a mastery of procurement guidelines; use critical thinking skills and consult with PMU and the C&C team to work through complex procurements

* Assist in monitoring quality of field procurement; ensure compliance with company anti-corruption and due diligence processes; conduct periodic spot checks

* Support development of project subcontractor and grants management procedures compliant with both internal policies and procedures, and client rules and regulations

* Manage service providers and address contractual and payment matters as needed

* Complete first drafts of partner and vendor agreements, work orders and modifications

* Put in place systems to accurately monitor procurements (including consultants) from start to finish

* Advise field teams on company policies for financial management to ensure they are implemented in compliance with the clients rules and regulations

* Support efforts to ensure project levels of delegated authority issued are in accordance with Palladiums Expenditure Approval and Signature Authority Policy and Guidelines and facilitate the process for higher-level approvals as required

* Support establishing project charge codes, ensuring they are fit for purpose and meet clients and projects requirements for cost allocation, monitoring and evaluation, and client reporting

* May work with Treasury to assist with project bank accounts set-up including getting any appropriate company or project signatories

* Support ensuring the project financial calendar is adhered to

* Lead development of project budgets

* Lead monthly monitoring of all expenditures against budgets, supports monthly project forecasting

* Support project financial / cash-flow planning, review funding requests from the field to avoid excessive cash balance

* Review Field Vouchers and ensuring supporting documentation is complete and accurate

* Complete Payroll Audit of in-country staff salaries

* Help with management of partners and vendors finances, including processing of work orders and invoices

* Assist with internal financial reporting and tasks including budgeting, forecasting, accruals, reviewing partner and vendor invoices, and any other ad hoc financial reporting assignments

* Cultivate a higher-level view of project finances and work towards continuous improvement on forecast accuracy

* Support preparation of contract action requests (i.e., travel, personnel additions/changes, partner, grant, budget realignment, etc.)

* Support audit processes and ensures retention of project records is compliant with company policy

* Contribute to company growth by supporting well-managed projects, ensuring Palladium is seen positively by clients for consideration in future business development

* Provide input and supports business development of the company as required

* Researches trends and identifies opportunities for improvement within the project

* Maintains an understanding and keeps abreast of current events, with a particular attention to those that affect Data.FI and Palladium's priority countries and those that affect the topical focuses of the project

* Complete other duties as assigned

* Fluency in Spanish is required

* Works with respect and dignity for all colleagues and contributes to a cooperative team working environment

* Previous experience with managing projects or activities, using customer service skills, and/or completing tasks where high quality organizational, financial, or managerial skills was needed

* Basic understanding of management including organizational skills and attention to detail

* 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 train and develop staff

* Ability to travel and work in developing countries for extended periods of time if needed

* Ability to work with a low level of supervision and as a part of a team when required

**Professional Expertise/Competencies** **Preferred:**

* Experience working within an international organization or firm

* Experience supporting work implementing USAID or other donor funded projects

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