PROPEL Health Botswana- Administrative and Grants Assistant – Palladium 538 views

 

Project Overview and Role:

 

 Primary Duties and Responsibilities:

 

Company Overview:

Palladium is an international company working across 90 countries to create positive impact for communities, businesses, societies, and economies. In Botswana, Palladium manages the USAID-funded PROPEL Health project to improve the enabling environment for equitable and sustainable health services, supplies, and delivery systems through policy development and implementation; adequate, predictable, and sustainable health financing; enhanced government stewardship, transparency, and accountability; and use of evidence-based advocacy approaches at global, national, and subnational levels to promote best practices. It focuses on family planning/reproductive health (FP/RH), and the integration of FP/RH with HIV and maternal and child health (MCH) with a lens to enable economic empowerment, positive youth development. Our transformational technical strategy prioritizes localizing policy, advocacy, financing, and governance (PAFG) leadership, technical assistance, and capacity development to enhance resilience and sustainability. The project actively supports USAID’s localization strategy by drawing on local actors to co-create our country designs and lead implementation, monitoring, and evaluation.

Position Description:

 
The Administrative and Grants Assistant (AGA) will support PROPEL Health and is responsible for supporting the Finance, Administrative and Grants Manager (FAGM) with duties ranging from office administrations, logistics, travel, procurement, including supervision of periodic administrative support staff and other consultants as needed.  In addition, the officer will also support the FAGM with duties ranging from, assist in implementation management and closeout of PROPEL Health’s grants over the life of the project.

The Administrative and Grants Assistant will report to the FAGM. 

Administrative:

• Provide support in recruitment process, help track and maintain leave database and closing balances of leave to ensure they are current and accurate.
• Provide support in procurement process including market surveys to identify supply source of items, evaluation of the quotations, negotiations with vendors/service providers; follow-up and liaise with vendors/service providers to ensure timely delivery and all payments, invoicing and budgeting information is accurate.
• Provide administrative support including translation, maintenance of diaries, scheduling and arranging meetings, travel arrangements, events/meeting organization etc., to ensure efficient operation of the program.
• Initiate purchase requisition, purchase order for meeting, events, workshop, training, suppliers as necessary.
• Initiate contractual documents and ensure that contractual documents are reviewed and approved by appropriate staff. 
• Support management and maintenance of office and program database in SharePoint system to ensure critical documents and files are regularly saved electronically.
• Assist with timesheet management of in-country staff to hold them accountable to signing timesheets by corporate deadlines and ensuring no suspense hours are booked
• Other duties as assigned

Procurement/Grants: 

• In consultation with the FAGM assist the project team in the procurement of consultants, vendors, and contractors. 
• In consultation with the FAGM support the project team follows company policies, Standard Operating Procedures (SOPs), project processes and donor regulations when hiring consultants, vendors, and contractors. 
• Work with the FAGM to liaise the project team and HQ Operations team to process contracts, agreements, grants, purchase orders and all other procurements and leases.
  Help keep track of deliverable due dates and contract expiry dates, and timely inform Technical Monitors and HQ team for contract extensions. 
• Help maintain and update separate folder for each of the procurements. Keep records of important information, documents and deliverables related to consultants, sub-contractors/grantees, and vendors for future audit purposes, such as selection, contracts and modifications, deliverables, invoices, and close outs.  
• Send reviewed and approved deliverables/invoices to the FAGM to process payment.
• In consultation with the Finance, Operations and Grants Manager support the Human Resource
• Support the PROPEL Health Botswana FAGM and program by abiding to the PROPEL Health Grants Management Manual based on USAID regulations and contractual requirements.
• Assist in preparing documentation for grant solicitation, evaluation, and approvals.
• Assist in competitive grant solicitation processes from pre-solicitation to award, and then through implementation and closeout
• Help obtain required documentation for agreements/subcontracts and follow up on required reports
• Enter relevant information in grant tracking/monitoring system
• Inform the FAGM of irregularities and contribute to identifying solutions
• Assist in administrative and grants trainings
• Assist in filing administrative and grant files
• Other duties as assigned

Required Qualifications:

• 3-5 years of work experience in administrative, operations, procurement, and office management with an international organization and USG-funded project experience
• Thorough knowledge and understanding of procurement, including competition, source selection, award, and managing agreements
• Previous experience in program operational areas – administrative, programmatic, procurement, human resources, ICT, security, and safeguarding
• Previous experience with grants management is preferred
• Demonstrated ability to work effectively in team-based environment
• Strong written and verbal communications skills   

Botswana nationals are strongly encouraged to apply for this role 

 

Company Overview:

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.

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.

 

 

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