Job Description
Purpose of Position:
The specific purpose of the position is to facilitate the management and implementation of effective and efficient program delivery, financial, and compliance activities to deliver projects in accordance with contractual obligations, company policies, and client rules and regulations.
The Manager, Project Delivery, plays a key role in leading day-to-day management activities of the project team, harmonizing technical goals and compliance with our client agreements, regulations, and internal policies. Through this experience and working closely with their PMU, Managers, Project Delivery, are expected to gain the competencies and skills needed to progress to director level roles in project delivery, or functional areas. This role also typically supervises one or more Associate(s), Project Delivery, ensuring their training in project management duties and best practices, while also promoting their development and growth.
Primary Duties and Responsibilities:
Project Management
- Plan and manage project start-up and closeout, supporting in-country corporate registration as needed;
- Prepare and maintain project-specific components of the project management manual;
- Serve as the project’s primary liaison with internal support departments, including Process
- Excellence, Contracts & Compliance, Financial Management, Accounts Payable, Risk Management, and Human Resources;
- In collaboration with these internal support departments, provide training and guidance to project staff on, and ensure compliance with, company policies and client rules and regulations;
- Establish project offices and office infrastructure; facilitate field office leases;
- Participate in the development, implementation, and monitoring of project work plans, tracking project deliverables and monitoring project delivery against spending forecasts;
- Support development and presentation of internal and external reporting (for example: quarterly Internal
- Project Reviews, CPARs, project risk assessments, annual reviews, and client deliverables);
- Ensure project issues and risks are logged, reported on, managed and mitigated; escalate risks and issues to leadership as appropriate;
- Serve as a point of contact with service providers and subcontractors, and address contractual matters as required;
- Contribute to technical assistance through reviews, engaging in work planning and discussions with the field team, etc. to build skills with the goal of taking on a more senior role, such as Project Director.
Financial Management
- Ensure company policies for financial management are implemented and are compliant with the client’s rules and regulations;
- Oversee the timely review of field vouchers for onward processing;
- Oversee the preparation and uploading of monthly financial forecasts, in collaboration with Project Director and Project Associate.
Contract and Client Relationship Management
- Monitor and maintain compliance with head/prime contracts including agreement action requests (i.e., travel, personnel changes, grant approvals, budget realignments, etc.);
- Liaise with C&C to communicate with contracting and agreement officers or other client representatives on any matters that make legal or financial commitments for Palladium;
- Monitor and report on overall progress against agreed targets, milestones, outputs and activities;
- Develop, manage and support contract amendments as required;
- Liaise with and respond to requests from clients in conjunction with the project’s director, including providing or giving inputs on reporting;
- Support project advocacy with internal and external stakeholders.
Financial Management
- Ensure company policies for financial management are implemented and are compliant with the client’s rules and regulations;
- Ensure that project levels of delegated authority issued are in accordance with Palladium’s Expenditure Approval and Signature Authority Policy and Guidelines and manage the process for higher-level approvals as required;
- Collaborating with Financial Management to establish project charge codes, ensuring they meet client and project requirements for cost allocation, monitoring and evaluation, and reporting;
- In collaboration with Treasury, facilitate project bank accounts set-up with appropriate company and project signatories;
- Ensure the project financial calendar is adhered to including monitoring, reconciling, and reporting expense advances monthly;
- Leads monitoring budget progress against forecast as one metric to track project progress against its work plan; proactively seeks to solve shortages or overages against the frozen forecast as needed;
- Review monthly Funds Transfer Requests (FTRs) to ensure they reflect budget progress and forecasting and seek approval for them as needed;
- Review cashbooks / field vouchers and ensure supporting documentation is complete;
- Serve as a coordinator for service providers and approve (or obtain approval for) work orders and invoices; ensure the accuracy of client invoices (including monthly, milestone and performance based invoices);
- Monitor, reconcile and report expense advances monthly;
- Support the external audit process as needed and ensure retention of project records is compliant with company and client policy;
- Lead the mobilization and demobilization of all international staff (short-term and long-term) including contracting (in coordination with HR) and travel management;
- Serve as primary supervisor to one or more Associate(s), Project Delivery, or Senior Associate(s), Project Delivery;
- In conjunction with the PMU, and the Senior Manager, Project Delivery, engage in employee onboarding and training, educating new staff on policies, procedures, tools, and Palladium’s culture;
- Actively monitor, review, correct, and provide feedback on all supervisee’s work products, providing additional training and support where necessary;
- Take a proactive role in staff development, including working with supervisees to identify professional development opportunities, and holding monthly coaching sessions to advise them on project management best practices, core competencies, and general work skills and behaviors.
Reporting requirements
The role reports to the Senior Manager, Project Delivery. Reporting requirements include:
- Attendance at all team meetings as required
- Regular updates to the line manager
- Monthly submission of financials and forecasts, and contributions to corporate reporting
Relationships
- The role will be part of the Project Delivery with IHP and will be required to liaise closely with Contracts and Compliance Team and In Country Teams in Nigeria.
- As delegated, the role liaises with clients, technical area specialists, project delivery staff, corporate services, professional service providers, and other stakeholders as required.
Required Qualifications:
- Prior experience managing USAID-funded contracts, preferably with a multiple buy-in structure.
- Experience with accounting software and accounting principles.
- Experience working in the international development sector.
- Strong analytical skills in contracts and compliance requirements and implications
- Demonstrated problem-solving and decision-making skills.
- Demonstrated experience mentoring, coaching, leading, developing, and evaluating staff.
- Demonstrated performance working with respect and dignity for all colleagues and promoting a cooperative team working environment.
- Financial acumen and the ability to interpret and analyze financial reports.
- High level of attention to detail and accuracy
- Good organizational and planning skills
- High standard of written and verbal communication skills
- Demonstrated experience working with Microsoft Office, particularly Word and Excel.
About the Organization
Company Overview:
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.
