Procurement and Administration Officer, Philippines HEFPP
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 foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.
For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved - and is committed to continuing to improve - economies, societies and most importantly, people's lives.
Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.
Project Overview and Role
USAID's Health Equity and Financial Protection Platform (HEFPP), in collaboration with other USAID projects, will support the Government of the Philippines (GPH) to enhance access and financing to meet key family planning (FP) and tuberculosis (TB) outcomes while realizing its goal of achieving UHC. HEFPP will specifically support GPH's implementation of the UHC Bill by addressing policy and institutional bottlenecks within the health financing system.
Palladium will provide technical assistance (TA) to enable the GPH to rapidly and effectively enact reforms envisioned in new legislation on UHC. HEFPP will enable key reforms and improvements in the sustainable financing of TB and FP, as well as the utilization and financial protection achieved in these health areas, by convening decision-makers at critical points in the policy process.
The Procurement and Administration Officer is responsible, under the leadership of the Office/Business Manager and in close collaboration with the Finance and Accounts Specialist, for ensuring the smooth operations and logistics of HEFPP, including local and in-country travel, local vendor relationships, and event and meeting arrangements. The Procurement and Administration Officer duties will include but not be limited to:
- Ensure that the US Government procurement procedures are adhered to and colleagues are familiar with the process;
- Monitor and ensure compliance with Palladium procurement policies, Federal Acquisitions Regulations (FAR), AIDAR, and other government regulations in addition to updating/training project team with changes or modifications accordingly;
- Compete, negotiate, administer, and assure compliance with agreements throughout the full agreement life-cycle, from program award through close-out;
- Collect and review all necessary documents and information to process purchase orders, consultant agreements, service agreements, subcontract/agreements, etc. and collaborate with the project staff to monitor performance and achievement of deliverables as per respective agreements before processing of payment(s);
- Draft contractual documents to be approved by the Office/Business Manager and HQ;
- Ensure relevant authorization has been obtained prior to any purchase transaction;
- Maintain systems for tracking contractual documents, correspondence and reporting, keeping contract files updated for spot checks and audits;
- Initiate through effective and proactive correspondence requests for contract modifications and approvals such as: scope adjustments, personnel changes, budget realignments, performance period changes, implementing partner changes, consultant approval, etc.;
- Maintain up-to-date record of all rent, service and utility contracts for the office and work in collaboration with the Finance and Accounts Specialist and Office/Business Manager to ensure prompt payment of rents, insurance, service and utility bills;
- Assist in management of Field Office assets, premises, supplies, publications, facilities and logistic services as required;
- Administer regular maintenance of all office space and equipment including necessary insurances in place and processing of claims in case of loss;
- Work with the project staff to lead and coordinate the procurement for workshops and events, making arrangements for events and ensuring that relevant materials and equipment are available at the venue, as needed;
- Provide logistics and travel support to project staff;
- Coordinate activities between program management, customers, and outside parties which may include making travel arrangements, external meeting accommodations, etc.;
- Other duties as assigned.
- Bachelor's Degree from a recognized academic institution in business or related field or 3 years working in administration, MBA is an advantage;
- Proven competency in planning, organizing, and implementing operational activities;
- At least 3 years of administration experience with a good understanding of business operations and controls, experience with international organizations and USAID regulations an advantage;
- Proficiency in MS Office applications;
- Sound written and verbal communication skills in English;
- Strong organizational skills to ensure activities, schedules and progress are on schedule, reviewed and monitored;
- Demonstrated sound judgment, problem-solving and decision making;
- Ability to work with a low level of supervision and as a part of a team when required;
- Demonstrated critical thinking, attention to detail, and organizational skills.
Eligible candidates meeting the required qualifications and experience should send a detailed cover letter and Curriculum Vitae (CV) to: HEFPP.Jobs@thepalladiumgroup.com. The email must specify the position applied for in the subject/title.
Only shortlisted applicants will be acknowledged.