Senior Associate, Project Delivery, Economic Growth

Palladium Group

Washington DC, United States

This Opportunity:

The Senior Associate, Project Delivery, Economic Growth will support U.S. Agency for International Development (USAID)-funded projects in developing countries, including (but not solely) in Latin America and the Caribbean. The role will support Palladium projects across the globe principally financed by USAID that have economic growth and/or private sector development goals and objectives.

For assigned projects, the Senior Associate will typically serve as part of the Project Management Unit (PMU), which also includes a Project Director, Project Manager, and the Chief of Party. The PMU is responsible for the management and delivery of projects. On occasion, and on smaller projects, the Senior Associate may serve on a PMU in a combined role (i.e., without a Project Manager).

The specific purpose of the position is to support and facilitate the management and implementation of effective and efficient financial and compliance activities to deliver projects in accordance with contractual obligations, company policies and client rules and regulations. The Senior Associate, Project Delivery uses their experience in completing substantive and administrative tasks to enhance management of Palladium’s projects. Knowledgeable in the basics of project management, this role works closely with the Manager, Project Delivery, to take on increasingly complex duties and challenges in project delivery. They may begin to practice their management skills by overseeing one or two small projects with close coaching from their supervisor. Staff in this role work closely with their PMUs to regularly demonstrate knowledge in all aspects of project management, in preparation to take on manager-level positions in project delivery or functional areas.

You and Your Career:

If you are a problem-solver, collaborator, and doer, and you have expertise in project management, we are interested in hearing from you.

We are a learning organization and provide growth opportunities from the start. We pride ourselves on giving you the freedom, resources, and guidance to chart a fulfilling career!

Reporting and Supervision:

The Senior Associate will report to the Manager, Project Delivery in the Economic Growth portfolio. (Portfolios within Economic Growth are Market Systems & Inclusive Growth, Finance & Investment, Economic Policy & Public Finance, and Private Sector Development.)

Primary Duties and Responsibilities:

Support Project Directors/Managers in the management of project teams
Support the planning, implementation, and reporting on project activities as needed and requested
Provide support to project work planning, budgeting, and progress/financial reporting
Work with partner organizations (such as subcontractors) on the contractually compliant delivery of agreed inputs and achievement of agreed outputs and outcomes
Contribute to planning and managing project start-up and closeout including assisting with registration and establishing project offices and facilitating finalized leases
Serve as the project’s liaison between corporate services, Senior Managers, Project Delivery, and the Compliance and Project Excellence Hub, and the project
Help draft and maintenance of project-specific components of the project operations manual
In collaboration with Process Excellence Hub and Palladium’s business management services (BMS) (including Contracts & Compliance), support training and giving 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 management matters)
Participate in the development and monitoring of project work plans
Support drafting and development of internal and external reporting (for example: quarterly Internal Project Reviews (IPRs), CPARs, project risk assessments, annual reviews, and client deliverables) and ensure these outputs are fit for purpose
Ensure project issues and risks are reported on, managed, and mitigated, and escalate risks and issues to practice, project, or leadership, as required
In collaboration with Risk Management, conduct periodic compliance checks on processes and internal controls, including asset management procedures
Manage service providers and address contractual and payment matters as needed
Support development of project subcontractor, grants management, and procurement procedures compliant with internal policies and client rules and regulations
Assist in monitoring quality of field procurement, ensuring compliance with company anti-corruption and due diligence processes
Draft monthly reporting on the status of partner budgets/invoicing and grants
Draft and obtain approval for contract action requests (i.e., travel, personnel additions/changes, partner, grant, budget realignment, etc.)
Support the planning and coordination of inputs from the company’s security team as needed
Lead internal PMU administration, including drafting weekly meeting agendas, tracking tasks, maintaining calendars and deadline reminders
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 director of project delivery or a functional area

Contract and Client Relationship Management

Support the monitoring and maintenance of compliance with head/prime contracts
Manage and support contract amendments as required
Prepare regular or ad hoc reporting and communications with clients
Support project advocacy with internal and external stakeholders

Financial Management

Advise field teams on company policies for financial management to ensure they are implemented in compliance with the client’s rules and regulations
Support efforts to ensure project levels of delegated authority issued are in accordance with Palladium’s Expenditure Approval and Signature Authority Policy and Guidelines and facilitate the process for higher-level approvals as required
Collaborate with Financial Management to establish the project charge codes, ensuring they meet client and project requirements for cost allocation, monitoring and evaluation, and client reporting
Collaborate with Treasury to facilitate set-up of project bank accounts with appropriate company and project signatories
Emphasize adherence to the project financial calendar including monitoring, reconciling, and reporting on expense advances monthly
Support monitoring of expenditures against budgets and forecasts, including staff costs, operating expenses, and procurements as a metric to track the project’s progress against its work plan
Support project financial / cash-flow planning, review and approval for funding requests from the field, and review and obtain approval for monthly Funds Transfer Requests (FTRs)
Review cashbooks / field vouchers and ensure supporting documentation is complete
Serve as a coordinator for service providers and obtain approval for work orders and invoices; assist in ensuring accuracy of client invoices (including monthly, milestone and performance-based invoices)
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

Support project human resource planning, recruitment, contracting, and coordination of inputs from the company’s Compliance, HR, and Talent Acquisition teams (i.e., benefits, local law, etc.)
Maintain project data on relevant HR systems for short-term and long-term staff and consultants

Key Competencies Required:

Fluency in English and Spanish
Familiarity with developing country contexts, including short- or long-term work in one or more developing countries
Significant experience with project management involving government clients, preferably USAID
Strong communication skills as demonstrated in brief writing sample(s) and/or interviews
Significant experience preparing budgets, forecasts, and approval requests for USAID
Significant experience working with developing country-based financial, operations, and procurement teams, reviewing field vouchers and quality assuring other work
Financial acumen and the ability to build, trouble-shoot, interpret, and/or analyze financial report
Experience solving problems when solutions are not obvious or clearly articulated, as identified in interviews or experience
Demonstrated ability to juggle multiple tasks and deadlines; ability to function effectively in fluid or adaptive environment

Professional Expertise/Competencies Preferred:

Experience interacting in person with USAID as a client/counterpart
Experience training developing country-based staff or counterparts on contractually compliant operations or procurement issues
Ability to identify and recommend process inefficiencies and recommend changes; experience in catalyzing improvements in policy or processes

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Senior Associate, Project Delivery, Economic Growth