Palladium hiring Grants and Operations Assistant, Senegal.
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.
NPI EXPAND Overview
The New Partnerships Initiative (NPI) Expanding Health Partnerships—NPI EXPAND Project— is a five-year, U.S. Agency for International Development (USAID) funded project which aims to support Missions with increasing the availability and utilization of quality health services across all USAID priority health areas.
In line with the Journey to Self-Reliance (J2SR), USAID is committed to expanding its range of implementing partners by investing in new and underutilized local partners (NUPs) and strengthening their capacity to strategize, plan, and implement health sector programs with USAID funds. Enhanced participation of capable local partners to increase demand for and deliver high-quality, high impact health services will enable governments to meet crucial health goals equitably and sustainably. NPI EXPAND will catalyze opportunities to scale up innovative interventions by strengthening the capacity of NUPs with varying levels of capabilities and exposure to USAID.
NPI EXPAND Senegal Activities Overview
The goal of the NPI EXPAND activity in Senegal is to increase access to quality priority products and services including family planning and maternal, neonatal and child health products and services and to increase the commitment of individuals and communities in the management of their health services.
NPI EXPAND will achieve these goals by meeting the following objectives:
- Strengthen the sustainability and organizational capacity of key NGOs to successfully manage social marketing and health advocacy programs as prime recipients of USAID funding.
- Increase utilization of priority health products and services including socially marketed contraceptives and FP services, water treatment products and mosquito nets.
- Increased adoption of innovative health practices, increased adoption of innovative technologies by the health sector, and scaling of underused health innovations.
The undertaking of the Subawards/Grants Management program of NPI EXPAND is to provide effective and efficient subawards/grants management, guiding grantees through the grant lifecycle to support their successful implementation of activities, in support of the NPI EXPAND objectives. The Senegal Grants and Operations Assistant, under the NPI EXPAND Grants and Project Delivery Teams, will aid in promoting consistent implementation of policy and procedures, flexibility, responsiveness, innovation, and collaboration in the administration of NPI EXPAND subawards/grantmaking program in addition to supporting the Finance and Operations Manager with operational activities within Senegal. This position will report administratively on a day-to-day basis to the Country Team Lead, with functional reporting to the Grants Management Director and Manager, Project Delivery in Washington, DC.
Duties and Responsibilities
The Grants and Operations Assistant will be expected to:
- Support oversight of grant management and implementation at the country level;
- Work closely with HQ colleagues to provide effective and collaborative due diligence and oversight assistance of grants;
- Participate in risk assessment processes, providing support into the assessment of the eligibility and grants administration capacity of prospective grantees;
- Assist in analyzing proposal budgets for allowability, allocability, and reasonableness;
- Draft new grant agreements and amendments for approval by Grants Team and HQ;
- Provide assistance ensuring the smooth management of country grants portfolio, including timely payments, quick responses to grantee inquiries, and efficient problem-solving;
- Support verification of milestone achievements in each grant subaward;
- Support maintaining an up-to-date country grant portfolio, sending reminders, follow-ups, and closeouts as needed;
- Support review of grantee financial reports, payment requests, and assist in conducting resolution of invoice review findings;
- Support facilitation of grantees’ understanding of grant, reporting, and audit requirements;
- Support ensuring that grants awarded are compliant with US Government and/or other special requirements;
- Serve as point of contact for post-award grants implementation, ensuring all grant files are complete, accurate, and up to date for spot checks and audits;
- Support review of internal documents and processes for compliance as needed;
- Collaborate with the in-country team to forecast office’s cash needs;
- Support procuring goods and/or services as per the procurement policies and client regulations including obtaining appropriate relevant authorizations, maintaining vendor lists, solicitation of quotations/proposals, documentation of procurement decisions and contracts, and managing vendor relationships throughout the full agreement life cycle;
- Ensure timely receipt of quality services/goods and best value for the price collaborating with project staff to monitor performance and achievement of deliverables as per respective agreements before processing of payment(s) to vendors;
- Support managing office facilities, equipment, assets, IT, etc. and assist in maintaining accurate assets registers;
- Adhere to and train relevant staff in all project administrative and operations policies and procedures as needed;
- Coordinate with the HQ Project Delivery team to initiate vetting processes for vendors, consultants, new hires, etc.;
- Draft financial documents such as invoices, delivery notes, purchase orders and other documents to ensure the completeness, accuracy, and validity of financial data;
- Support disbursement of funds from the project bank account ensuring adherence to internal controls and compliance with Palladium’s financial policies and procedures;
- Draft contractual documents to be approved by the Finance and Operations Manager,, Grants Coordinator, CTL and/or HQ Project Delivery team;
- Support maintaining systems for tracking contractual documents, correspondence and reporting, keeping contract files updated for spot checks and audits;
- Assist with Initiating thorough, effective and proactive correspondence requests for contract modifications and approvals such as: scope adjustments, performance period changes, implementing partner changes, consultant approval, etc.;
- Support coordination of activities between program management, customers, and outside parties which may include making travel arrangements, external meeting accommodations, etc.;
- Other duties as assigned to support NPI EXPAND.
Period and Location of Performance
Period of performance is one year, with annual renewal based on performance and funding availability. Location for this engagement is Dakar with travel in-country. Some international travel may be required to support other NPI EXPAND activities, attend meetings or participate in conferences or workshops. Only Senegalese nationals currently residing in Senegal will be considered for this position.
Required Qualifications and Experience
- Bachelor’s Degree in international development, international studies, business, finance, accounting, non-profit administration, or other relevant field;
- Experience working with grants, business, finance, accounting, or other related field;
- Experience managing grants for donor organizations, USAID grants management system highly preferred;
- Effective communication and excellent interpersonal skills;
- Excellent skills in speaking and writing English and French;
- High level of computer literacy and strong experience with Microsoft Office products;
- Ability to deal appropriately with sensitive issues and maintain a high level of confidentiality at all times;
- Ability to travel on an occasional basis;
- Attention to detail and ability to multi-task, set priorities, and organize time efficiently;
- Strong ability to be a team player and self-starter, comfortable in a supporting role, working independently, and in a multicultural environment;
- Senegalese nationality.
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