9 Feb 2016

Palladium Job Vacancy : Administration and Logistics Assistant

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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. Palladium is built on the idea that progress will be supported by four key pillars:

  • International Development
  • Strategy Execution Consulting
  • Impact Investment
  • Training and Events

We create positive impact through more than 100 current projects with more than 2000 employees operating in over 90 countries.


Health Policy Plus (HP+) is a USAID-funded five-year $185 million project awarded to Palladium (formerly Futures Group) on August 28, 2015. HP+ has a mandate across global, country, and subnational levels to strengthen and advance health policy priorities in family planning and reproductive health (FP/RH), HIV, and maternal health. It aims to improve the enabling environment for equitable and sustainable health services, supplies, and delivery systems through policy development and implementation, with an emphasis on voluntary, rights-based health programs, and by strengthening in-country partners? capacity to navigate complex environments for effective policy design, implementation, and financing aligned to their priorities.

Palladium is seeking an Administrative/Logistics Assistant to support the Regional Representative (RR) and the Senior Finance and Operations (F&O) Manager. The RR and F&O Manager oversee two multi-country projects, HP+ and AFP, through a regional office based in Accra, Ghana. The regional office covers 10 countries in Francophone West Africa: Mauritania, Senegal, Guinea, Mali, Cote d?Ivoire, Burkina Faso, Niger, Benin, Togo, and occasionally Cameroon. The office also provides finance and operations support to the Ghana program.

This Administrative/Logistics Assistant is responsible for assisting the RR, Senior F&O Manager, and project Finance and Operations Officer to manage and direct the finance, accounting and financial administration and reporting of the project, including budget administration, accounting, banking and cash management, financial reporting, procurement, travel, contracts and grants, transportation expenses and security. The role will be based in Accra. This position is full-time for one year with the possibility of extending a further four years

Roles and responsibilities:


  • Under guidance of the Senior F&O Manager, manages procurement of project supplies, services and other items in accordance with Palladium?s procurement procedures and the client?s rules and regulations;
  • Depending on value, may assist in or lead development, negotiation, administration, and ensuring compliance of: consultant contracts, vendor contracts and purchase orders, and sub-grants. Support generally covers the full agreement life-cycle, from program award through close-out
  • Works with Senior F&O Manager to establish processes and systems to manage disburse and oversee small grants, as required.
  • Ensures that before any purchase takes place relevant authorization has been obtained
  • Maintains systems for tracking contractual and sub-grant documents, correspondence and reporting; applying records management policy
  • Assists in requests for contract and sub-grant modifications and approvals such as: scope adjustments, personnel changes, budget realignments, performance period changes, implementing partner changes, consultant approval, etc.
  • Coordinates and consolidates responses to contractual requests from clients
  • Organize workshops and facilitate/disburse participants? payments

Travel and Logistics

  • Arranges for and coordinates regional travel and logistics of RR and West Africa staff and consultants in 10 countries in region and Ghana
  • Collaborates with technical and F&O staff to ensure all travel documents are prepared correctly and signed prior to and after travel, including: travel authorizations, travel advance requests, travel expense reports, and trip reports where required.
  • Under the guidance of the RR and Senior F&O Manager, ensures that all travellers receive appropriate security information and briefings, in accordance with Palladium policies and procedures
  • Collaborates with technical and F&O staff to arrange for conference/meeting venues, equipment, and materials (data projectors, flip charts, notebooks, meals/snacks, etc) for conferences and meetings in10 countries and Ghana.
  • Works with F&O staff to facilitate payment of per diems for conferences and meetings in 10 countries,

General Administrative

  • Carry out banking duties as required
  • Maintains equipment inventory of all project procurements and when applicable, liaise with HQ for equipment disposition.
  • Contributes to development of annual budgets, procurement plans, financial plans, costing estimates and monthly cash forecasting;
  • Assists in preparation and tracking of project budgets and budget projections; including proper back-up documentation to ensure compliance with established Palladium systems and the client?s rules and regulations;
  • Maintains routine communication with the Senior Finance & Operations Mgr. by providing relevant and timely procurement and logistics information for planning and decision making purposes;
  • Participates in weekly meetings (phone or Skype) with Washington DC Program Operations staff to discuss financial and contractual items;
  • Performing any other responsibilities as may be directed

Qualifications and experience:

  • Relevant bachelor?s degree required
  • 1-2 years of administrative and logistics experience, preferably with USAID-funded project.
  • Experience with USAID contracting and assistance award mechanisms preferred;
  • Excellent skills in Microsoft Word, Outlook, and Excel;
  • Ability to work with minimal supervision
  • Well-developed and effective organizational skills, including to ability to multi-task, and work in a high-pressured environment.
  • Sound understanding / experience in administration and logistics management
  • Good written and verbal communication, liaison and interpersonal skills.
  • Fluency in French and English required.
  • Candidate MUST be authorized to work in Ghana (Please note: There are no moving expenses or expatriate allowances associated with the position.)

How to Apply

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