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Career Openings at Palladium International,

Career Openings at Palladium International

Careers at Palladium International

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Palladium develops and delivers solutions that create positive impact for communities, businesses, societies and economies. We transform lives and create enduring value by working with governments, corporations and non-profit organisations.

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PROPEL Health Kenya – Technical Advisor, Health Financing

Project Overview and Role:

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PROPEL Health is a follow-on project for Health Policy Plus (HP+) and it’s predecessor Health Policy Project (HPP). In Kenya, the predecessor projects have supported the government of Kenya to strengthen devolution and intergovernmental relations, engagements with public and private sectors for improved domestic resource mobilization, evidence generation and use, to inform health financing reforms, budget advocacy and programmatic decisions. In the last 10 years, the predecessor projects strengthened the capacity of Counties and National Ministry of Health in public finance management and advocacy resulting in increased government investments in health.

PROPEL Health Kenya will build on previous engagements with the Kenya government under its predecessor projects, and leverage their accumulated knowledge and lessons learned in sustainable financing to effectively support the government. PROPEL Health Kenya has a local team and has built scalable partnerships with local institutions as well as regional bodies whose capacity/resources can be leveraged to advance the agenda on sustainable financing for health.

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 Primary Duties and Responsibilities:

  • Assess health finance impact and other related health financing studies to improve access to key financial information to determine feasibility and sustainability of scaling up health finance interventions.
  •  Design and implement technical activities related to health finance policy in Kenya.
  • Engages stakeholders and local actors to ensure strong, consultative approach to health financing efforts and decision making.
  • Stays abreast of key developments in health finance and resource allocation innovations and interventions in Kenya and more broadly in East Africa, to inform technical support activities under the PROPEL Health Kenya Field Program and other projects. This includes frequent interaction with the Government of Kenya stakeholders at the national and county levels relevant to this area as well as multilateral partners and donor agencies.
  • Interacts with internal and external resources and other experts to bring new and “cutting edge” ideas into approaches.
  • Helps others on matters related to topic area of health financing related to research and evaluation and applies relevant methodologies to programmatic issues of importance.
  • Represents the projects, company, and programs in the health financing area in Kenyan and regional forums, as well as with others in the professional community and in countries of collaboration independent of technical supervision.
  • Prepare analytical work that informs health financing decisions.
  • Provide technical assistance to the team on matters health care financing and PFM
  • Conducts all work to accepted standards of research ethics.
  • Performs other related duties and responsibilities as assigned.

Required Qualifications:

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Requirements:

  • Education: BA in health policy, public health, Statistics, Health Economics or relevant field; at least 8 years relevant work experience, or related field or equivalent experience OR 6 years’ experience with at least a Master’s degree in a relevant field. PhD degree will be an added advantage.

Knowledge and Experience:

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The Senior Technical Advisor Health Financing will serve as a key member of the project team, providing support for implementation of project activities. Responsibilities of the Senior Technical Advisor Health Financing will encompass technical, project management, operational, research, and communication tasks. Potential responsibilities include:

  • Working closely with both in-person and virtual teams to achieve shared objectives. This will include other technical team members in Kenya, PROPEL Health partners, and the global Technical Leadership Team for PROPEL Health to ensure application of high-quality Health financing strategies, tools, and curricula.
  • Lead development and implementation of policy tools, approaches, and curricula to achieve PROPEL Health Kenya objectives.
  • Experience leading or providing support to support the implementation of high-quality monitoring, evaluation, and learning activities (e.g., developing and or monitoring theories of change and conducting outcome harvesting)
  • Produce and/or edit a variety of documents including briefing materials, meeting notes, presentation slides, research briefs, and reports for a variety of stakeholders (such as funders, implementing partners, external audiences)
  • Proven experience facilitating meetings and workshops.
  • Support project teams with the development and production of highly polished presentations, concept notes, briefing materials, and other products such as blog posts, newsletters, meeting summaries, thought pieces, and e-communications on key topics of interest.
  • Contribute to the development of administrative policies and procedures to ensure efficient and effective project implementation.
  • Experience managing and monitoring the execution of deliverables through collaboration with implementing teams, funders, and other technical partners.
  • Fluency in English is required.

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PROPEL Health Kenya – Technical Advisor, Policy

Project Overview and Role:

PROPEL Health is a follow-on project for Health Policy Plus (HP+) and it’s predecessor Health Policy Project (HPP). In Kenya, the predecessor projects have supported the government of Kenya to strengthen devolution and intergovernmental relations, engagements with public and private sectors for improved domestic resource mobilization, evidence generation and use, to inform health financing reforms, budget advocacy and programmatic decisions. In the last 10 years, the predecessor projects strengthened the capacity of Counties and National Ministry of Health in public finance management and advocacy resulting in increased government investments in health.

PROPEL Health Kenya will build on previous engagements with the Kenya government under its predecessor projects, and leverage their accumulated knowledge and lessons learned in sustainable financing to effectively support the government. PROPEL Health Kenya has a local team and has built scalable partnerships with local institutions as well as regional bodies whose capacity/resources can be leveraged to advance the agenda on sustainable financing for health.

The Technical Advisor – Policy will provide technical assistance and support to the PROPEL Health team to support the Government of Kenya (GoK) national/county level health and other sector agencies to support implementation of the health financing and health systems related policies and reforms. The Technical Advisor will conduct policy analysis, lead stakeholder consultation, assist the government in strategy and policy development, support development of policy monitoring and evaluation mechanisms, and will write and disseminate policy briefs. The advisor will also support regional work on positioning health financing and other health systems issues in the agenda of East African Community (EAC).

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 Primary Duties and Responsibilities:

  • Provides technical assistance to the GoK and regional governments’ network in the engagement of relevant actors and development, implementation and monitoring of regional health policies
  • Prepares health policy analyses, recommendations, policy briefs, and assessments for client and regional governments’ use.
  • Plan and facilitate stakeholder consultation and meetings at the national and regional levels
  • Stays abreast of key developments in health policy in Kenya/East Africa, to inform technical support activities under the PROPEL Health Kenya Field Program. This includes frequent interaction with GoK and other stakeholders relevant to this area as well as multilateral partners and donor agencies.
  • Supervises short-term local consultants assigned to health policy, policy communication, and M&E activities.
  • Supervises the design, printing and dissemination of policy briefs and policy communication materials in English and Swahili to audiences at the regional, national and sub-national levels.
  • Provides technical guidance within the project team on stakeholder and local actor engagement, policy formulation, dissemination and implementation and monitoring and evaluation (M&E) and documentation of project results.
  • Represents the projects, company, and programs in the health policy area in Kenya/East African countries and regional forums, as well as with others in the professional community and in countries of collaboration.
  • Supports capacity building efforts for GOK and other regional networks and other non-MOH actors to develop analytic and operational skills related to health policy and planning.
  • Actively participates in the development of annual work planning, design, implementation, and reporting related to project technical activities.
  • Conducts all work to accepted standards of research ethics.
  • Participates in the preparation of bids and proposals in response to government, foundation or other donor solicitation as requested by the company or supervisor.
  • Performs other related duties and responsibilities as assigned.

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Required Qualifications:

Requirements:

  • Education: BA in health policy, public health, Statistics, Health Economics or relevant field; at least 8 years relevant work experience, or related field or equivalent experience OR 6 years’ experience with at least a Master’s degree in a relevant field. PhD degree will be an added advantage.

Knowledge and Experience:

The Technical Advisor, Policy will serve as a key member of the project team, providing support for implementation of project activities. Responsibilities of the Technical Advisor will encompass technical, project management, operational, research, and communication tasks. Potential responsibilities include:

  • Experience working closely with both in-person and virtual teams to achieve shared objectives. This will include other technical team members in Kenya, PROPEL Health partners, and the global Technical Leadership Team for PROPEL Health to ensure application of high-quality policy approaches, tools, and curricula.
  • Lead development and implementation of policy tools, approaches, and curricula to achieve PROPEL Health Kenya objectives.
  • Experience leading or providing support to the implementation of high-quality monitoring, evaluation, and learning activities (e.g., developing and or monitoring theories of change and conducting outcome harvesting)
  • Strong verbal and written communication required to produce a variety of documents including briefing materials, thought pieces, blog posts, meeting notes, presentation slides, research briefs, and reports for a variety of stakeholders (such as funders, implementing partners, external audiences)
  • Proven experience facilitating meetings and conducting training sessions and workshops.
  • Experience managing and monitoring the execution of deliverables through collaboration with implementing teams, funders, and other technical partners

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PROPEL Health Kenya Administrative and Contracts Manager

Position Description:

The Administrative and Contracts Manager will support the PROPEL Health project team oversee office administrations, logistics, travel, procurement, including supervision of periodic administrative support staff and other consultants as needed. The Administrative and Contracts Manager will report to Senior Manager, Finance, Administration and Grants and will supervise the Administrative and Grants Officer.

Administrative & Programmatic Functions:

  • Supervise and monitor any in-country operations, and procurement team activities by ensuring that Palladium procurement policies and USAID rules are followed in carrying out contractual transactions
  • Escalate any performance issues to Country Director, Regional Manager (RM), and Project Delivery Manager in Washington DC.
  • Maintain personnel file with necessary documents and information; keep track of employment agreements and renewals; maintain leave records.
  • Provide operational support in-country, liaising closely with HQ office
  • Keep track contact list of partners and government institutions for project activities
  • Prepare bi-weekly update and submit to Country Director
  • Update project activity list and the monitoring of the progress of project activities
  • Coordinate with technical team to ensure operations support during travel, workshops, training and other events
  • Prepare activities budget for workshops, training, meetings, and field visits etc.in consultation with technical team
  • Monitor and manage business travel for staff including review and processing of travel authorization, travel advance requests, travel expense reports, logistics arrangement for transportation, lodging, etc. Ensure travellers follow applicable policies, SOPs, and guidelines of the company and donor. Keep track of travels and advances and follow up for timely submission of travel expense reports and advance reconciliations
  • Prepare and submit purchase requisition, purchase order for meeting, events, workshop, training, suppliers as necessary.
    Any other administrative duties as assigned

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Operational Functions: 

  • Responsible for receiving, documenting, and managing all stock and commodities of the project, including forecasting and requisitions to always guarantee optimal stock levels
  • Draft contractual and supporting documents
  • Ensure that contractual documents are reviewed and approved by appropriate staff in country and HQ
  • Ensure maintenance of the office filing system and maintain project-related files, documents, and datasets.
  • Oversee all office administrative function of the office to ensure smooth office operations including IT, security, office cleaning and hired vehicles
  • Assist in establishment and maintenance of health insurance for project staff and insurance for project equipment.
  • Office lease and inventory management
  • Any other operations duties as assigned

Procurement Functions: 

  • Negotiate, administer, and assure compliance with agreements to include but not limited to: Contracts, Blanket Purchase Agreements (BPAs), Consultant Agreements, and Task Orders. Support generally covers the full agreement life cycle, from program award through close-out
  • Ensure that the US Government, corporate and project procurement procedures are adhered to, and colleagues are familiar with the process
  • Conduct due diligence review of selected consultants and collaborate with the technical staff to monitor the consultants’ technical performance and achievement of deliverables as per Consultancy Agreement before processing of payment
  • Ensure that before any purchase takes place relevant authorization has been obtained
    Maintain systems for tracking contractual documents, correspondence, and reporting, applying records management policy
  • Initiate through effective correspondence requests for contract modifications and approvals such as: scope adjustments, personnel changes, budget realignments, performance period changes, implementing partner changes, consultant approval, etc.
  • Coordinate and consolidate responses to contractual requests from clients
  • Monitor and ensure compliance with Federal Acquisitions Regulations (FAR), AIDAR, and other government regulations; update/train project team with changes or modifications accordingly
  • Contract budget modification development including the application of appropriate cost structures
  • Screen all selected vendors and consultants through WorldCheck, Sam.Gov, OFAC, and UN Sanctioned List
  • Any other procurement duties as assigned

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Human Resource Management (HRM): 

  • Coordinate regularly with Kenya office and HQ team to ensure Kenya office HRM follows local labor laws, company policies and donor requirements
  • Implement applicable company policies and procedures to recruit Kenya staff.
    Monitor and manage staff employment contracts and extensions in consultations with the project team in Kenya and HQ
    Keep track of contract expiry dates and process renewal on timely fashion in consultation with Country Director and HQ team
  • Ensure personnel files for all staff are created, maintained, and archived. The file includes complete record of all relevant information including recruitment documents, employment agreement, leave records and other performance related information
  • Ensure timely submission of Kenya staff timesheets, leave plan, and leave request, and respective supervisor approvals. Keep track and record of accrued leave days, used leave days and timesheets
  • As necessary, coordinate with HQ and Kenya to support/renew registration of company and employees to social security/pension funds and tax office and other local authorities. Monitor and make sure working conditions are in conformity with legal requirements
  • Assist Country Director and HQ team in qualitative performance appraisal and professional development planning processes
  • Maintain records of all performance development activities including participation in workshop, training, seminars, etc. for each staff member in personnel files
  •  Supervise Administration and Grants Officer. Perform coaching and annual performance review
  •  Organize and participate in social events for the project staff and management
  • Screen all selected candidates through Refinitiv WorldCheck, Sam.Gov, OFAC, and UN Sanctioned List
  • Any other human resources duties as assigned

Required Qualifications:

  • Minimum of 5 years of work experience in administrative, operations, procurement, and office management with an international organization
  • Work experience under a USAID-funded cooperative agreement with buy-in structure
  • Minimum of 3 years of supervisory experience
  • Demonstrated experience in procurement management, including competition, selection, award, and managing agreements
  • Strong track record to provide effective and responsive oversight and leadership in program operational areas – administrative, programmatic, procurement, human resources, and facilities including IT and security
  • Successful experience in delivery of quality management systems and implementation of standard practices and continuous improvements
  • Experience in building high performing and resilient teams supported by constructive supervision, performance development and role modelling a culture of service excellence
  • Kenya nationals are strongly encouraged to apply for this position

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PROPEL Health Kenya Finance Manager

Position Description:

The Finance Manager will support the PROPEL Health and is responsible for ensuring compliance with the Kenya government, donor, and company policies and procedures in the areas of finance. The Finance Manager will report to Senior Manager, Finance, Administration and Grants and will supervise the Finance Officer.

Budget, Accounting and Financial Management:

  • Ensure all finances are managed in alignment with the Kenya government regulations, company and client’s financial policies and procedures
  • Liaise with project team in Kenya Office and HQ to prepare, review and revise project budgets and expenditure forecasts
  • Forecast project expenditures through field office, timely submit funds transfer requests (FTR) and manage cash flows in field office
  • Communicate and follow up with relevant suppliers, consultants, vendors, contractors, and staff with regards to invoices, payments, advances, or finances
  • Reconcile and review invoices for payments. Ensure necessary review, deliverables, and approvals before issuing payments. Write checks and issue payments
  • Ensure applicable tax withholding and deductions are taken care of as per the Kenya laws and regulations
  • Maintain up to date bank and petty cash account transaction records and supporting documentations
  • Record all financial transactions in the financial templates provided by HQ, accurately and in a timely fashion. Prepare, review, and submit regular field vouchers and financial reports to HQ, as required.
  • Collect bank statements for the bank accounts, review cash book, and reconcile the account
  • Review monthly financial reports and inform/update expenditure forecast/budget on regular basis
  • Prepare financial report as necessary and provide necessary financial support to the project
  • Responsible for entering all transactions into the internet banking system
  • Ensure field vouchers are prepared accurately, supporting documents are on file, and all transactions are coded in accordance with general ledger and project charge code(s)
  • Certify that all cleared cheques are in the filed bank statement. If a transaction has not cleared in the current period, ensure it is reflected as cleared in the next periods bank statement
  • Submit monthly end-of-the month bank statement to Treasury
  • Responsible for timely upload of the field voucher to Costpoint and SharePoint systems
  • Reconciliation of the petty cash account.  Ensure in-country project delivery team maintains up-to-date petty cash account transaction records and supporting documentation to submit to DC as required twice a month
  • Secure approvals in the delegation of authority (DOA) portal for all electronic payments made in Kenya
  • Any other budget, accounting and financial duties as assigned

 Payroll & VAT:

  • Manage employee salary administration according to Kenya laws, statutory requirements for income taxation, social security and other contributions, medical care, insurance, and other benefits
  •  Ensure payroll is correctly calculated and that salaries and withholdings are paid on time
  • Process for applicable tax exemptions and VAT reimbursements during or after procurements
  • Ensure VAT reimbursement and supporting documentation are submitted to the Kenya Revenue Authority (MRA) on time
  • Any other payroll & VAT duties as assigned

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Audit:

  • Make sure all payroll, withholding, VAT reimbursement documents are on file for a future audit
  • Lead the project entity audit, and assist in any USAID audit (if required)
  • Any other audit duties as assigned.

Required Qualifications:

  • Minimum 5 years of work experience in finance with an international organization
  • Previous experience with workplan budgeting, budget monitoring, and forecasting under a USAID-funded cooperative agreement with buy-in structure
  • Demonstrated familiarity with USAID financial reporting and compliance requirements
  • Minimum 3 years of supervisory experience
  • Thorough knowledge and understanding of professional accounting principles, theories, practices and terminologies
  • Previous experience in payroll, expense reporting, invoice processing and ensuring completeness, accuracy, and validity of accounting data of documents
  • Previous experience preparing project/company financial reporting (i.e., field vouchers), reconciling project/company bank statements, managing bank accounts, managing and monitoring petty cash, preparing payroll, tracking expenses according to budget, maintaining records to meet tax requirements including payroll, customs and Value Added Tax (V.A.T) taxes
  • Demonstrated ability to work effectively in team-based environment, supervise a professional team and ability to interact with a variety of technical, clinical, and other specialists
  • Strong written and verbal communications skills; fluent in English
  • Kenya nationals are strongly encouraged to apply for this role.

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PROPEL Health Kenya – Senior Program Officer (2 Positions)

Position Summary:

The Senior Program Officer contributes to the PROPEL Health project by providing a combination of administrative, logistical, and technical support to senior technical program staff to ensure the successful implementation of project activities.   The Senior Program Officer reports to the Technical Advisors but will also support other technical staff in the office who are responsible for directing other components of PROPEL Health’s work as needed

 Primary Duties and Responsibilities:

  • Work closely with technical staff to support the planning and organizing of meetings, workshops, and trainings related to PROPEL Health’s activities, including drafting invitation lists and letters and following up with participant RSVPs.
  •  Support technical materials production, including estimating quantities for workshops, compiling info packets etc.;
  • Support technical staff in developing technical content for meetings, such as drafting agendas and presentations and participate in actual coordination and implementation of the meetings/activities;
  • Take meeting minutes at weekly and bi-weekly team meetings and other technical meetings as required;
  • Circulate these minutes to relevant staff in a timely manner and document follow up or outstanding items for subsequent meetings;
  • Support project documentation by taking activity notes (notes to file), interviewing technical staff, and submitting to HQ for reporting purposes and capturing project successes;
  • Initiate and coordinate inputs for bi-weekly activity trackers according to schedule and ensure team calendar is up to date. Work closely with the Finance Officer to ensure all Ops issues are incorporated, and with the technical team/project director to ensure all program activities are accurate;
  • Assist with activity planning (e.g., timelines, tasks) and provide inputs for the development of budgets for programmatic activities. Collaborate with finance staff on procurement and spending projections;
  • Support Technical Advisors in preparing creative briefs, workshop/ meeting agendas, activity reports;
  • Work with Technical Advisors in data collection and analysis including DHIS 2 data analysis;
  • Identifying areas of success and support with drafting success stories and nuggets;
  • Represent PROPEL Health in meetings with partners and stakeholders if requested;
  • Work with the PROPEL Health Technical leads to provide inputs for draft quarterly, semi-annual, and annual activity reports and success stories to showcase PROPEL Health Kenya work;
  • Work with the PROPEL Health headquarters team as needed to provide updates on activity implementation and documentation of activities and results;
  • Work with other PROPEL Health Kenya team members on capacity development through the design and development of PROPEL Health workshops and trainings in the areas of family planning policy, population and development, youth activities, and other portfolios. This may include supporting colleagues with logistical arrangements and delivery of trainings;
  • Contribute to the PROPEL Health Kenya FP and P&D portfolio supporting technical team leads and senior staff and consultants under various Program areas including data collection and analysis, support to modelling processes, providing technical assistance to GOK counterparts in strategy implementation and monitoring;
  • Work with senior staff and/or consultants to engage with GOK counterparts and relevant multi- sectoral technical working groups to enhance information sharing, collaboration, and advocacy.

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Required Qualifications:

  • Education: BA in health policy, public health, Statistics, Health Economics or relevant field; at least 4 years relevant work experience, or related field or equivalent experience. Master’s degree in a relevant field will be an added advantage.

Knowledge and Experience:

The Senior Program Officer will serve as a key member of the project team, providing support for implementation of project activities. Responsibilities of the SPO will encompass administrative, project management, operational, research, and communication tasks. Potential responsibilities include:

  • Provide support on a range of administrative/operational tasks including developing contracts; budget and expenditure tracking; invoice processing; organizing meetings and workshops; monitoring workplans; liaising with project stakeholders; and supporting the recruitment of staff and consultants.
  •  Support the implementation of high-quality monitoring, evaluation, and learning activities (e.g., developing and or monitoring theories of change and conducting outcome harvesting)
  • Produce and/or edit a variety of documents including briefing materials, meeting notes, presentation slides, research briefs, and reports for a variety of stakeholders (such as funders, implementing partners, external audiences)Facilitate meetings.
  • Support project teams with the development and production of highly polished presentations, concept notes, briefing materials, and other products such as blog posts, newsletters, meeting summaries, thought pieces, and e-communications on key topics of interest.
  • Contribute to the development of administrative policies and procedures to ensure efficient and effective project implementation.
  • Monitor and facilitate the execution of deliverables through collaboration with implementing teams, funders, and other technical partners.

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PROPEL Health Kenya Senior Manager, Finance, Administration and Grants

Position Summary

The Senior Manager, Finance, Administration and Grants based in Nairobi, Kenya is responsible for ensuring compliance with the Kenyan government, donor, and Palladium policies and procedures in the areas of finance, administration, contracts and grants. Manages all operations, financial, budgeting, accounting and administrative functions and advises the project’s Country Director on all issues pertaining to project finance and operations. The incumbent will report to the PROPEL Health Country Director.

Key Responsibilities:

Supervisory Responsibilities:

  • Supervise and monitor the in-country finance and procurement teams’ activities by ensuring that standard accounting principles and procurement regulations are followed in carrying out contractual and financial transactions;
  • Manage the financial and procurement staffs’ performance on a regular basis to ensure they are completing job duties satisfactorily;
  • Meet with finance, procurement and grants staff and provide constructive feedback regarding performance; sign staff timesheets; provide senior-level guidance  and mentoring around performance;  complete annual performance  review;
  • Escalate and performance issues to Country Director, Regional Manager, and Operations Manager in Washington, DC.
  • Any other management duties and tasks as assigned.

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Budget, Accounting and Financial Management

  • Ensure all finances are managed in alignment with the Kenyan government regulations, company and client’s financial policies and procedures;
  • Liaise with project team in Field Office and HQ to prepare, review and revise project budgets, expenditure forecasts and all other necessary financial reports;
  • Assist with end of year financial audit, as required
  • Submit field cash requests in a timely manner and manage cash flows in field office. Manage and update PROPEL Health Kenya financial tools in coordination with project management unit;
  • Communicate and follow up with relevant suppliers, consultants, vendors, contractors and staff with regards to invoices, payments, advances or finances;
  • Reconcile and review invoices for payments. Ensure necessary review, deliverables, and approvals before issuing payments. Review checks and payments and manage all other on-line banking processes related to the project;
  • Ensure applicable tax withholding and deductions are taken care of as per the Kenyan laws and regulations;
  • Maintain up to date bank and petty cash account transaction records and supporting documentations;
  • Review all financial transactions in the financial templates provided by HQ, accurately and in a timely fashion. Assist with financial recording as needed. Review and submit regular field vouchers and financial reports to HQ. Serve as back-up accountant when Finance and Operations Officer is away or on leave;
  • Collect bank statements for the bank accounts, review cash book, and reconcile the accounts;
  • Process for applicable tax exemptions and VAT reimbursements during or after procurements;
  • Advise the Country Director on all policy matters concerning project budgets, accounting and financial management.
  • Any other related duties and tasks as assigned.

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Operations and Office Management:

  • Enhance admin and finance systems in-country and ensure the systems and processes complement Palladium HQ systems;
  • Oversee all administrative functions of the office to ensure smooth office operations in all phases of the project: start up, full implementation and close out;
  • Represent PROPEL Health in in matters pertaining to finance and operations in implementing partners meetings (i.e. USAID finance meetings);
  • Coordinate with HQ/Kenya and company security contact points to ensure company safety and security polices and guidelines are followed;
  • Monitor and manage business travel for staff including review and processing of travel authorization, travel advance requests, travel expense reports, logistics arrangement for transportation, lodging, etc. Ensure travelers follow applicable policies, PROPEL Health Project Management Manual (PMM), and guidelines of the company and donor. Keep track of travels and advances, and follow up for timely submission of travel expense reports and advance reconciliations;
  • Manage office space including processing of agreements for office space lease, utilities and services and timely payments and extension/termination of agreements;
  • Ensure necessary insurance coverages for staff, office and equipment are in place;
  • Coordinate with technical team to ensure operations support during travel, workshops, training and other events;
  • Any other related duties and tasks as assigned.

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Administrative Functions:

  • Oversee general management of the project office;
  • Lead local staff and consultant recruitment, hiring, and contracting;
  • Manage contract expiry dates and process renewal on timely fashion in consultation with HQ/project management unit team;
  • Ensure personnel files for all staff are created, maintained and archived. The file includes complete record of all relevant information including recruitment documents, employment agreement, leave records and other performance related information;
  • Ensure timely submission of PROPEL Health Kenya staff timesheets, leave plans and leave requests, and respective supervisor approvals. Keep track and record of accrued leave days, used leave days and timesheets;
  • Oversee inventory management for office and project equipment (including computers, printers, etc), publications and subblies, including updated inventory list, insurance and period maintenance;
  • Manage project property in compliance with USAID and PROPEL Health Home Office guidelines and regulations, including submission of monthly and other periodic reports;
  • Lead PROPEL Health Kenya inventory control system and carry out annual property physical inventory verification on the contract anniversary date;
  • Administer and manage the efficient utilization and maintenance of project resources, including vehicles, IT and office equipment and furnishings, and any other physical assets purchased by or assigned to the project;
  • Respond to pertinent information requests from project partners and other relevant organizations/institutions;
  • Advise the Country Director on all policy matters concerning project administration.
  • Any other related duties as assigned.

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Procurement Management:

  • Ensure the project team follows company policies, PMM, donor regulations when hiring consultants, vendors and contractors;
  • Negotiate, administer, and ensure compliance with agreements (support covers the full agreement life-cycle from program award through close-out);
  • Ensure that PROPEL Health Kenya procedures are adhered to and program staff are familiar with the procedures (this includes training staff on procurement mechanisms and new procurement procedures);
  • Ensure relevant authorization has been obtained before any purchase takes place;
  • Develop, negotiate, and administer partner agreements including fixed obligation grant (FOG), sub-contracts, consultancy agreements, letter agreement, purchase orders, internship agreements, etc.;
  • Initiate, through effective correspondence, requests for contract modifications and approvals such as: scope adjustments, personnel changes, budget realignments, performance period changes, implementing partner changes, consultant approval, etc.
  • Any other procurement duties and tasks as assigned.

Grants/Subawards Management: 

  • Work in close coordination with technical staff to develop RFA and prepare documentation for grant evaluation and approvals;
  • Advertise RFA, analyze and evaluate grant applications with the review team, and issue grants that adheres to PROPEL Health Grants Manual;
  • Lead the start-up and closeout of PROPEL Health Botswana grants over the life of the project;
  • Advise and monitor grants management policies, procedures, and practices to grantees;
  • Ensure appropriate documentation is completed and on file to guarantee grant file audit readiness;
  • Conduct grantee training as needed, including capacity building for potential grantee organizations, and knowledge transfer for internal project staff;

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  • Remain knowledgeable of updates and revisions to the PROPEL Health’s Grants Manual, and recommend revisions, as program operations change;
  • Conduct 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
  • Monitor payment of grant milestones to ensure compliance with workplan and milestones and monitor the projected expenditures against their actual expenses
  • In coordination with HQ and local staff, review monthly grants budget reports to monitor spend rate against forecast
  • Screen all selected grantees/subawardees through Refinitiv WorldCheck, Sam.Gov, OFAC, and UN Sanctioned List
  • Other duties as related to program grants and/or project start-up, as required
  • Any other grants/subawards duties and tasks as assigned.

Required qualifications:

  • Minimum 9 years of work experience in finance, administration and grants with an international organization and USG-funded cooperative agreement with buy-in structure experience;
  •  Minimum 5 years of supervisory experience;
  • Thorough knowledge and understanding of professional accounting principles, theories, practices and terminology as well as principles and accepted procedures associated with USAID regulations is highly desirable;
  • Previous experience in payroll, expense reporting, invoice processing and ensuring completeness, accuracy, and validity of accounting data of documents;
  • Demonstrated familiarity with USG financial reporting and compliance requirements;
  • Previous experience preparing project/company financial reporting (i.e., field vouchers), reconciling project/company bank statements, managing bank accounts, managing and monitoring petty cash, preparing payroll, tracking expenses according to budget, maintaining records to meet tax requirements including payroll, customs and Value Added Tax (V.A.T) taxes;
  • Previous experience with workplan budgeting, budget monitoring, and forecasting;
  • Demonstrated ability to work effectively in team-based environment, supervise a professional team and ability to interact with a variety of technical, clinical, and other specialists;
  • Strong written and verbal communications skills; fluent in English

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How to apply

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Career Openings at Palladium International

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