Palladiun
Project Overview and Role:
Primary Duties and Responsibilities:
Position Description:
The Admin and Grants officer will support PROPEL Health and is responsible for supporting the Admin/Contracts Manager with duties ranging from office administrations, logistics, travel, procurement, including supervision of periodic administrative support staff and other consultants as needed. In addition, the officer will also support the Grants manager with duties ranging from, assist in implementation management and closeout of PROPEL Health’s grants over the life of the project.
Administrative:
- Provide support in recruitment process, help track and maintain leave database and closing balances of leave to ensure they are current and accurate.
- Provide support in procurement process including market surveys to identify supply source of items, evaluation of the quotations, negotiations with vendors/service providers; follow-up and liaise with vendors/service providers to ensure timely delivery and all payments, invoicing and budgeting information is accurate.
- Provide administrative support including translation, maintenance of diaries, scheduling and arranging meetings, travel arrangements, events/meeting organization etc., to ensure efficient operation of the program.
- Support management and maintenance of office and program database in SharePoint system to ensure critical documents and files are regularly saved electronically.
- Assist with timesheet management of in-country staff to hold them accountable to signing timesheets by corporate deadlines and ensuring no suspense hours are booked
- Other duties as assigned
Procurement:
- In consultation with the Administration/Contracts Manger, assist the project team in the procurement of consultants, vendors, and contractors.
- In consultation with the Administration/Contracts Manger, support the project team follows company policies, Standard Operating Procedures (SOPs), project processes and donor regulations when hiring consultants, vendors, and contractors.
- Work with the Administration/Contracts Manger to liaise the project team and HQ Operations team to process contracts, agreements, grants, purchase orders and all other procurements and leases.
- Help keep track of deliverable due dates and contract expiry dates, and timely inform Technical Monitors and HQ team for contract extensions.
- Help maintain and update separate folder for each of the procurements. Keep records of important information, documents and deliverables related to consultants, sub-contractors/grantees, and vendors for future audit purposes, such as selection, contracts and modifications, deliverables, invoices, and close outs.
- Send reviewed and approved deliverables/invoices to the Finance Officer and Finance Manager to process payment
Contracts:
- Assist in the design and development and be support the coordination for implementation management.
- Help with the closeout of PROPEL Health Malawi grants over the life of the project
- Follow grants management policies, procedures, and practices to grantees
- Assist the Administrative & Contracts and Grants Managers in coordinating with the M&E, Capacity, Comms, Grants
- Advisor, develop RFA and prepare documentation for grant evaluation and approvals
- Assist in evaluating grant applications with the review team and Grants Manager before to ensure grants adhere to
- PROPEL Health Grants Manual
- Organize and file appropriate documentation to ensure everything is on file to guarantee passing of grant file audit readiness
- Help the Grants Manager conduct grantee training as needed, including capacity building for potential grantee organizations, and knowledge transfer for internal project staff
- Help support pre-award reviews of potential grantees, regular mid-implementation audits, and pre-close out grant file review in coordination with the M&E, Capacity, Comms, Grants Advisor, and other staff as required, to maintain clean, audit-ready files throughout the life of project
- Help monitor payment of grant milestones to ensure compliance with workplan and milestones and monitor the projected expenditures against their actual expenses
- In coordination with Finance staff, help the Admin and Contracts Manager review monthly grants budget reports to monitor spend rate against forecast
- Help screen all selected grantees/subawardees through WorldCheck, Sam.Gov, OFAC, and UN Sanctioned List
- Other duties as related to program grants and/or project start-up, as required
Grants:
- Support the PROPEL Health Malawi Grants Manager and program by abiding to the PROPEL Health Grants
- Management Manual based on USAID regulations and contractual requirements
- Assist in preparing documentation for grant solicitation, evaluation, and approvals.
- Assist in competitive grant solicitation processes from pre-solicitation to award, and then through implementation and closeout
- Help obtain required documentation for agreements/subcontracts and follow up on required reports
- Enter relevant information in grant tracking/monitoring system
- Inform the Administrative & Contracts or Grants Manager of irregularities and contribute to identifying solutions
- Assist in administrative and grants trainings
- Assist in filing administrative and grant files
- Other duties as assigned
Required Qualifications:
- 3-5 years of work experience in administrative, operations, procurement, and office management with an international organization and USG-funded project experience
- Thorough knowledge and understanding of procurement, including competition, source selection, award, and managing agreements
- Previous experience in program operational areas – administrative, programmatic, procurement, human resources, ICT, security, and safeguarding
- Previous experience with grants management is preferred
- Demonstrated ability to work effectively in team-based environment
- Strong written and verbal communications skills
- Fluent in English
- Malawian nationals are strongly encouraged to apply for this role
Company Overview:
About Palladium – 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 governments, businesses, and investors to solve the world’s most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people’s lives.
Equity, Diversity & Inclusion – Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.
Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.
Safeguarding – We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.