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 foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.
For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved - and is committed to continuing to improve - economies, societies and most importantly, people’s lives.
Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.
We are an equal opportunity employer, committed to diversity and inclusion. Should you require any reasonable adjustments or accommodations to be made due to a disability or any other circumstance, please email our team at firstname.lastname@example.org.”
About the programme:
The Humanitarian and Stabilisation Operations Team (HSOT) provides the Foreign, Commonwealth and Development Office (FCDO) and the Stabilisation Unit (SU) with additional capacity and specialist expertise to support effective UK response to sudden-onset disasters, protracted crises, and complex emergencies. The team also supports other UK government departments (OGD) in their work with fragile and conflict-affected states. The programme employs over 80 people embedded in FCDO and the SU.
About the position:
Part of the corporate management team and the project operations team, the Project Manager will be under the Project Director’s leadership and the Operations Deputy Director’s management.
The purpose of the role is to manage the implementation of effective and efficient operational, financial and compliance activities to deliver projects per contractual obligations, company policies, Group Standard Operating Procedures (SOPs) and Guidelines, and client rules and regulations. The position also periodically contributes to developing policies, processes and procedures that align with best practices in project management.
•Plan and manage the project management aspects of project start-up and closeout and ensure delivery of required inputs to these processes from corporate services, service providers and stakeholders;
•Serve as the primary liaison between corporate services and the project, including training the HOST team on Palladium’s projects and financial management to ensure good practice and compliance are maintained across the programme.
•Support corporate registration in-country and ensure all legal and financial requirements are met and maintained for the entity and project;
•Contribute to the preparation and maintenance of project-specific components of the project management manual;
•Provide support to the HSOT Director/project team in leading the preparation and monitoring of the work plan to ensure activities planned are achieved;
•Contribute to the process of preparation and tracking of the milestone schedule;
•Lead preparation of internal reports including Project Highlight Reports, IPRs, Financial Reviews, External Reviews and ensure these are submitted within specified timelines.
•Lead periodic compliance checks and processes as well as internal controls.
•Timely and accurate reporting to the Client regarding the project, including producing quarterly progress reports and annual reports.
•Ensure a project risk register is maintained and escalate risks to senior management and propose mitigation actions to deal with them, in conjunction with project teams;
•In collaboration with Internal Audit/Systems Review, conduct periodic compliance checks on processes and internal controls;
•Manage the HSOT Risk Management Committee on behalf of the programme and ensure collaboration within the project and the Client on all current and emerging risks.
Head Contract and Client Relationship Management
•Support the monitoring and maintenance of compliance with head/prime contracts;
•Manage and support contract amendments as required;
•Support the Director and DD-Ops with ad hoc quests from clients;
•Build good client relationships and networks understand client organisation and structures;
•Lead and support in the following deliverables to the Client, monthly Directors reports, quarterly progress reports, annual report and gathering and submission of 6 monthly KPI evidence;
•Support project advocacy with internal and external stakeholders;
•Ensure company policies, SOPs and Guidelines for financial management are implemented and are compliant with the Client’s rules and regulations;
•Establish project levels of delegated authority per company policy and manage the process for higher-level approvals as required;
•In collaboration with Finance establish the 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;
•Independently and accurately maintain oversight of the project spend against the head budget and raise concerns to the Project Director;
•In collaboration with others, complete Client and corporate forecasts on time with minimal errors.
•Track financial performance of projects and provide explanations to the Company about variations in Project Income and profitability, including recommended action to mitigate changes;
•Ensure the project financial calendar is adhered to;
•Monitor expenditure against budgets and forecasts, including staff costs, operating expenses and procurements;
•Manage project financial/cash-flow planning, review and obtain approval for funding requests from the field, and for monthly Funds Transfer Requests (FTRs);
•Ensure the accuracy of client invoices (including monthly, milestone and performance-based invoices) and, where required, prepare same;
•Manage and obtain approval for contract action requests (for example, travel, personnel additions/changes, partner, grant, budget realignment, etc.);
•Support the external audit process and ensure retention of project records is compliant with company policy;
•Support the corporate audit process and ensure retention of project records is compliant with company policy in countries in which your project operate in.
Procurement, Sub-Contractor and Grant Management
•Act as the main point of contact with service providers and address contractual matters as required;
•Support development of project subcontractor/grant management procedures compliant with the Company’s SOPs and Guidelines and Client’s rules and regulations;
•Monitor and ensure the quality of field procurement; ensuring compliance with company anti-corruption and due diligence processes;
•Coordinate the processing of service provider work orders and invoices;
•Monitor and report monthly on the status of partner budgets/invoicing and grants;
•Ensure asset management procedures are undertaken and conduct spot checks.
•Keep abreast of upcoming opportunities (geographically or area wise), progressively identify competition, and track market trends. Report and share knowledge with the wider Project Management Cluster
•Participate in the bid process, including but not limited to mobilising the resources needed to pursue an opportunity, contributing to capture strategies, pricing, teaming, proposal strategies, and providing data for proposal presentations, post-tender submission and Client clarification requests.
Participate in the HSOT Duty roster system providing full adherence to the most current policy and SOPs.
•The role reports to their Line Manager within the HSOT, Deputy Director for Operations. Reporting requirements include:
•Attendance at all weekly and/or management team meetings.
•Provision of regular updates to the line manager,
•Monthly submission of operations financials and forecasts,
•Regular updates on the status of personal Key Result Areas (KRAs) and any other material matters and/or areas of concern,
•This role will be required to deputise for the Deputy Director Operations when required.
•Other reporting as requested by the line manager.
The role will form part of the Humanitarian, Operations and Stabilisation Team.
As delegated, the role liaises with clients, technical area specialists, corporate services, professional service providers, and other stakeholders as required.
The role carries a degree of autonomy on project management with appropriate consultation. The position is required to:
•Analyse and make sound recommendations to the line manager,
•Coach, mentor or line manage Associates, Analysts or Project team members as assigned,
•Contribute to process improvement through innovative and cost-effective proposals/ideas/suggestions.
Education and experience required.
• Relevant academic qualifications in a related field or relevant previous experience if no relevant educational qualification is available
• Experience in project management experience with donor client(s).
• People management experience, including setting performance objectives, managing for results, giving and receiving feedback, performance evaluation and mentoring and coaching.
Key competencies and professional expertise required
• Formal Project Management training and expertise.
• Excellent written and verbal communication skills
• Financial acumen and the ability to interpret and analyse financial reports
• Sound problem solving and decision-making skills.
• Strong management skills with the ability to train and develop staff.
• Willingness to travel and work abroad a minimum of eight weeks per year in developing countries and elsewhere.
• Ability to work with a low level of supervision and in a team when required.