Operations and Communications Assistant, NPI EXPAND Senegal
About Palladium – 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 governments, businesses, and investors to solve the world’s most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people’s lives.
Palladium Americas – Our Americas’ business team has brilliant and passionate colleagues working in Asia, Africa, Europe, the Middle East, and North and South America as well as the Caribbean, fulfilling projects and assignments for clients from institutions, corporations, governments, and foundations based in the Americas. We have offices in Washington, DC, New York City, and Raleigh-Durham, NC.
NPI EXPAND Overview
The New Partnerships Initiative (NPI) Expanding Health Partnerships—NPI EXPAND Project—is a global five-year (2019-2024) U.S. Agency for International Development (USAID) funded project that supports locally-driven efforts to increase the availability and utilization of high-quality health and education services. NPI EXPAND invests in new and underutilized local partners (NUPs) and strengthens their capacity to strategize, plan, and implement programs with USAID funds. Enhanced participation of capable local organizations to increase demand for and to deliver high-quality, high impact services will enable governments to meet crucial goals equitably and sustainably. NPI EXPAND will also catalyse 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 (FP) and maternal, newborn, 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:
1. Strengthen the sustainability and organizational capacity of key NGOs to successfully manage social marketing and health advocacy programs as prime recipients of USAID funding.
2. Increase utilization of priority health products and services including socially marketed contraceptives and FP services, water treatment products and mosquito nets.
3. Increased adoption of innovative health practices, increased adoption of innovative technologies by the health sector, and scaling of underused health innovations.
Position Description
The Operations and Communications Assistant will support the Finance and Operations Manager with operational activities as well as communication within Senegal. This position will report administratively on a day-to-day basis to the Country Team Lead, with functional reporting to the Project Delivery team in Washington, DC.
Duties and Responsibilities:
The Operations and Communications Assistant will be expected to:
Operations
• 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 headquarters 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.
Communication
• Facilitate the production and writing of success stories/articles on project activities to be included in publications such as: newsletters, fact sheets, e-newsletters, etc.
• Ensure note-taking during meetings
• Prepare and draft office correspondence
• Support in the drafting and proofreading of reports
• Ensure appropriate filing of project documents
Teamwork
• Actively contributes to an effective, collegial, and harmonious team environment
• Contributes to the team’s goals
• Communicates effectively and clearly with the team
• Solicits feedback from other team members
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.
Probation period
From the start date, the employee will first be subject to a probation period of 3 months.
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;
• Skills in communication are assets
• Senegalese nationality.
Equity, Diversity & Inclusion – Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.
Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at [email protected] and we will be in touch to discuss.
Safeguarding – We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.
