The overall goal of the Data.FI project is to improve global, regional, and national in-depth analyses of HIV epidemiologic and program data that can be directly applied to expedite the achievement of PEPFAR targets to attain and sustain control of the HIV epidemic. The focus also includes directly supporting host country governments and implementing partners to further enhance existing health information system platforms to inform management responses to well-defined gaps in HIV/AIDS programming. In order to ensure rapid access to high quality data, Data.FI works towards: accelerating data utilization to rapidly course correct and take to scale cost-effective and impactful activities, models and approaches required to attain and maintain HIV epidemic control; scaling and optimizing in-country health information system capabilities to collect, exchange, adapt, govern, and visualize information in order to track the attainment and maintenance of HIV epidemic control; and supporting the transition of prime funding and implementation to capable local partners in order to meet the PEPFAR goal of 70% of funding to local partners by 2020.
Position Summary
Palladium is currently seeking a Finance and Programs Manager to support the implementation of the Data.FI award in South Africa (SA). The Finance and Programs Manager is a full-time position to support the local activities and support the Data.FI SA project management, finances, and operations. While there is a preference for the candidate to be based in either Pretoria or Johannesburg, other locations will be considered for the right candidate.
The Finance and Programs Manager will support the country director and activity leads with project administration, and also lead the financial and operations tasks that support the implementation of the project contract. The role will include responsibility and accountability for keeping all project documentation organized, ensuring project activities and products are on track, coordinating the team for inputs needed to meet reporting deadlines, leading financial and accounting administration, administrate office operations, procurement/recruitment support, coordination of travel for project staff, and ensuring all relevant administrative and financial documentation are kept up-to-date and filed appropriately. The candidate will be responsible for overseeing project finance, HR, payroll and administration such as staff deployment, recruitment and office management.
If you are proactive problem-solver, collaborator, and doer, and you have expertise in project and financial 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 Requirement
The position reports to the Country Director on a day-to-day basis with specific financial reporting to the Project Management Unit at Palladiums US office in Washington, DC. This position may also supervise finance and administrative staff located in South Africa.
Key Responsibilities
Project management responsibilities:
- Lead progress tracking of work plan deliverables and activity progress
- Lead and coordinate with the project team to meet the reporting requirements per Data.FI and USAID policy
- Track monthly time spend against the project budget and communicate back to project team members
- Lead the team in cost share opportunity identification and budget tracking
- Prep the materials and slides for all internal and external team meetings and coordinate with team to ensure all content is input
- Keep all project documentation and deliverables organized per the internal file structure
- Proactively coordinate and communicate with the activity leads and the country director
- Coordinate with the communications and knowledge management team to ensure all materials and deliverables are reviewed per the project process in a timely manner
- Assist in procurement processes, which includes recruitment activities.
- Manage and lead the day-to-day financial and accounting administration, budget administration, banking, cash management, and the financial reporting in compliance with the Data.FI project and donor policies and in coordination with the projects Country Director and the Palladium DC office staff.
- Prepare and track project budgets and budget projections, and review expense reports, vouchers and payment requests, including proper back-up documentation to ensure compliance with established Palladium systems and the clients rules and regulations.
- Oversee timely payments to vendors, contractors, consultants, and staff, and ensure that proper documentation is present, including tracking all tax withholding information and ensuring it is readily updated and available to project leadership and ensuring all field vouchers are prepared accurately, supporting documents are in place, and all transactions are coded in accordance with chart of accounts and project charge code(s)
- Ensure that all associated administrative and financial documentation and supporting documents are filed appropriately in hard and soft copies
- Work with the Country Director, Regional Manager (RM), and Project Delivery Manager in Washington DC to develop annual budgets, projections, financial plans, costing estimates, timely submission of month-end accruals, monthly payroll, and monthly cash forecasting.
- Ensure all systems and processes are compliant with local laws as well as project, donor, and country policies and identify potential areas of financial and compliance vulnerability and risk and develop or implement corrective action plans to resolve problematic issues.
- Coordination support of travel planning for project staff in compliance with project and Palladium policies and ensure employees Travel Expense Reports (TERs) and Travel Advances (TAs) are submitted on time and reconciled properly.
- Lead and oversee the development, management, and complete life cycle of a variety of possible procurement mechanisms, including but not limited to purchase orders and sub-contracts.
- Perform any other responsibilities as may be directed.
- A bachelors degree (minimum), or a Masters Degree (desirable), in a relevant field
- At least 5 years of work experience in project management or finance and administration management with an international organization
- Knowledge of local labor, banking, and tax laws and reporting procedures for South Africa
- Demonstrable project or financial management experience on U.S government-funded programs, including U.S. government policy, procedures, and reporting requirements.
- Experience developing, managing, and reporting on multi-million-dollar projects and budgets.
- Excellent analytical skills
- Proven problem identification and resolution experience with project management challenges, budgeting, forecasting, banking, tax authorities, foreign currency transactions, and other related issues
- Able to communicate effectively and excellent interpersonal skills to form effective working relationships.
- High level of computer literacy, including experience with excel, and other accounting and budget monitoring tools such as SAGEPayroll and CostPoint
- Written and oral proficiency in English
- Ability to travel locally within South Africa
- Must be legally authorized to work in South Africa
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 accessibility@thepalladiumgroup.com 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.
