Administrative Associate - 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.

We are seeking to recruit an Administrative Associate for an upcoming FCDO-funded project scheduled to begin in July 2025. The role involves supporting the programme’s finance, administration, and operations functions, ensuring the smooth and efficient execution of day-to-day activities. The Associate will report to the Finance and Operations Manager under the general oversight responsibility of the Project Team Lead.

This is a locally hired position and does not include moving expenses or expatriate allowances. Applicants must have the legal right to live and work in Ghana.

Key Responsibilities Include

Administrative:

• Support financial processes, including expense tracking, invoice processing, and maintaining accurate records for audit and reporting purposes.
• Provide administrative support to ensure the efficient operation of the country programme, including maintaining calendars, scheduling and coordinating meetings, arranging travel, and organizing events.
• Support the management and upkeep of the office and program database in the SharePoint system, ensuring that critical documents and files are regularly saved and properly organized.
• Assist with timesheet management for in-country staff, ensuring timesheets are submitted by corporate deadlines and that no suspense hours are recorded.
• Provide support in the recruitment process, and help track and maintain the leave database, including up-to-date and accurate leave balances.
• In consultation with the Finance and Operations Manager, assist the project team with the procurement of consultants, vendors, and contractors. This includes conducting market surveys to identify sources of supply, evaluating quotations, negotiating with vendors/service providers, and liaising to ensure timely delivery of goods and services.
• Support the project team in adhering to company policies, Standard Operating Procedures (SOPs), project processes, and donor regulations when hiring consultants, vendors, and contractors, in coordination with the Finance and Operations Manager.
• Monitor deliverable due dates and contract expiration dates, and notify Technical Monitors and the HQ team in a timely manner to initiate contract extensions as needed.
• Asist with procurement processes, travel and logistics coordination, document management, meeting scheduling, and general office administration.
• Maintain and update individual folders for each procurement. Ensure records are complete and audit-ready, including documentation of selection processes, contracts and modifications, deliverables, invoices, and closeouts for consultants, subcontractors/grantees, and vendors.
• Submit reviewed and approved deliverables and invoices to the Finance and Operations Manager for payment processing.
• Perform other related duties and tasks as assigned.
  
  

Skills And Abilities

• Knowledge of donor rules and regulations (FCDO and non-FCDO),
• Excellent communication, analytical and organizational skills
• Strong operations and analytical skills
• Ability to prioritize tasks to address the most critical needs first.

Requirements

• Minimum of a Bachelor’s degree in administration, economics, accounting, statistics, banking, finance or other related discipline, with 4 years of relevant working experience
• Experience with the finance and compliance regulations for donor projects is desirable
• Computer skills: SharePoint, Microsoft Excel, Microsoft Word
• Organized, detail-oriented, able to maintain confidentiality, proactive, solution-oriented.
• Good oral and written English.

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