SayPro Project Delivery Management —

• Serve as the project’s primary liaison with corporate services, Senior Managers, Project Delivery, and Compliance, and Project Excellence Hub
• Serve as the primary liaison between the project’s implementing teams and the PMU, leading the procurement processes for goods, services, subcontractors, and human resources to support the efficient and compliant implementation of project work plans
• Participate in the development, implementation, and monitoring of project work plans, tracking project deliverables and monitoring project delivery against spending forecasts
• Report monthly on the status of partner budgets/invoicing and grants
• Serve as a point of contact with service providers and partners and address contractual matters as required
• Prepare and maintain project-specific components of the project management manual
• In collaboration with the Compliance and Project Excellence Hub and corporate services, provide training and 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 managements matters)
• Manage planning and coordination of inputs from the company’s security team as needed
• Support development of project subcontractor, grant management, and procurement procedures compliant with internal and client rules and regulations
• Plan and manage project start-up and closeout, supporting in-country corporate registration as needed, establishing project offices and office infrastructure, and facilitating field office leases
• 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; and escalate risks and issues to Practice and Project Excellence and Compliance Hub leadership, as required. In collaboration with Risk Management, conduct spot checks on processes and internal controls including asset management procedures. Ensure all corrective actions for assigned projects are implemented and report back to confirm their completion via the risk register
• Contribute to technical assistance through reviews, engaging in work planning and discussions with the field team, etc. to build skills to take on a more senior role, such as director of project delivery or a functional area

Financial Management

• 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
• Support workplan budget and budget narrative development
• Ensure company policies for financial management are implemented and are compliant with the client’s rules and regulations
• Effectively oversees project financial forecasting, ensuring minimal monthly variance between projections and actuals
• Ensure project cost share plans are in place and cost share targets are met where applicable
• Closely monitor financial performance to mitigate and prevent the value of unbilled leakages
• 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
• Review monthly partner expenditures, ensuring alignment with contracts and obtaining technical approvals to ensure timely payments
• Serve as a coordinator for service providers and approve (or obtain approval for) work orders and invoices
• Ensure the accuracy of partner invoices (including monthly, milestone, and performance-based invoices)
• Ensure that project levels of delegated authority issued are by Palladium’s Expenditure Approval and Signature Authority Policy and Guidelines and manage the process for higher-level approvals as required
• In collaboration with Treasury, facilitate project bank accounts set-up with appropriate company and project signatories
• Support the external audit process as needed and ensure retention of project records is compliant with company and client policy

Human Resource Management and Recruitment

• Oversee project human resource planning, recruitment, and contracting, coordinating with field teams with inputs from Compliance, HR, and Talent Acquisition
• Working with associates, ensure project data on relevant HR systems for short-term and long-term staff and consultants are maintained accurately
• 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. 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
• 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

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 Contracts and Compliance (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

Business Development / Other

• Contribute to company growth by ensuring assigned projects are managed well, ensuring Palladium is seen positively by clients for consideration in future business development
• Participate in capture planning, providing inputs on implementation requirements
• Provide input and support business development of the company as required
• Complete other duties as assigned

Reporting requirements

The role reports to the Director of Finance & Administration. For multiple projects, the role has dual reporting requirements to the various relevant Project Directors. Reporting requirements include:

• Attendance at all regular management team meetings
• Provision of regular updates to the line manager, including updates on Key Result Areas (KRAs) and any other material matters and/or areas of concern
• Monthly submission of financials and forecasts, and contributions to Practice and corporate reporting
• Other reporting as requested by the line manager

Relationships

• The role is part of the Data.FI Project PMU under the DIAS Community of Practice Area.
• As delegated, the role liaises with clients, technical area specialists, corporate services, professional service providers, and other stakeholders as required.

Authority Levels

• The role carries a degree of autonomy in project management with appropriate consultation. The role is required to analyze and make sound recommendations to the line manager
• The role may carry expenditure and/or signatory authority for project-related costs and documents
• Oversee and manage Senior Project Associates and Project Associates as assigned
• Contribute to process improvement through innovative and cost-effective ideas and suggestions

Key Competencies Required:

• Works with respect and dignity for all colleagues and promotes a cooperative team working environment
• Formal Project Management training and expertise
• Excellent written and verbal communication skills
• Excellent English language communication skills
• Financial acumen and the ability to interpret and analyze financial reports.
• Sound problem-solving and decision-making skills
• Strong management skills with the ability to mentor, coach, lead, develop and evaluate staff
• Ability to travel and work in developing countries for extended periods if needed
• Adaptability to work with a low level of supervision and as a part of a team as needed
• Experience working in the international development sector
• Prior experience with USAID contracts and cooperative agreements