The Project Associate is a full time position and reporting to the Project Manager.
The position will provide support the DFID ‘Delivering Accelerated Family Planning in Pakistan (DAFPAK): Lot 2 Public Sector Service Delivery’ in the following tasks:
Project Management (Operations):
Support project start-up and closeout;
Serve as a liaison between corporate services and the project;
Contribute to the preparation and maintenance of project specific components of the project operations manual;
Support training of project staff on company policies, SOPs and Guidelines and client rules and regulations (covering as required security, occupational health and safety, risk management, planning, human resource management, monitoring, reporting, finance, procurement, logistics, IT, communications, audit support and all other operations matters);
Support the development and presentation of internal and external reporting (for example: Monthly Project Highlight Reports (PHRs), Internal Project Reviews (IPRs), project risk assessments, annual reviews, and client deliverables) and ensure these outputs are fit for purpose;
Ensure project issues and risks are logged, monitored, reported on, managed and mitigated, and escalate risks and issues to corporate/project leadership, as required;
In collaboration with Internal Audit/Systems Review, conduct periodic compliance checks on processes and internal controls;
Head Contract Management
Support the monitoring and maintenance of compliance with head/prime contracts by maintaining accurate and complete timesheet records for all long-term and short-term personnel working on the project on a monthly basis;
Manage and support contract amendments as required;
Liaise with and respond to requests from clients;
Provide regular or ad hoc reports to the clients;
Support project advocacy with internal and external stakeholders;
Financial Management
In collaboration with Finance establish project account codes, ensuring they are fit for purpose and meet client’s and project’s requirements for cost allocation, monitoring and evaluation, and value for money (VFM) reporting;
In collaboration with Treasury, set-up project bank accounts with appropriate company and project signatories;
Ensure the project financial calendar is adhered to;
Monitor expenditure against budgets and forecasts, including staff costs, operating expenses and procurements;
Assist with project financial / cash-flow planning, process funding requests from the field, and process monthly Funds Transfer Requests (FTRs);
Review cashbooks / field vouchers and ensure supporting documentation is complete;
Review partner invoices and prepare PAFs for approvals on a monthly basis;
Serve as a coordinator for service providers and process work orders and invoices;
Assist in ensuring the accuracy of client invoices (including monthly, milestone and performance based invoices);
Reconcile and report expense advances monthly;
Process contract action requests (for example travel, personnel additions/changes, partner, grant, budget realignment, etc.);
Support the external audit process and ensure retention of project records is compliant with company policy;
Human Resource Management and Recruitment
Maintain and update project data on HRC through submission of accurate and complete datasheets and contracts to the HRC focal point;
Support HR management of DAFPAK including recruitment (advertisement, short-listing, setting up of interviews), maintaining personnel files and leave tracking;
Draft contracts for all long term and short-term personnel as well as amendments for personnel contracts;
Set up Palladium email addresses for staff with LittleFish and Deltek timesheets and troubleshoot issues faced;
In collaboration with Security, ensure safety and security procedures, including Occupational Health and Safety (OHS) requirements, are in place and adhered to;
In collaboration with HR, ensure staff performance management systems are in place and adhered to;
Support the mobilisation and demobilisation of all international staff (short-term and long-term) including contracting, travel management, payments and induction;
Collecting and Quality Assurance and record keeping of all personnel timesheets on a monthly basis for all project staff including partner staff;
Procurement, Sub-Contractor and Grant Management
Support development of project subcontractor procedures compliant with the company’s SOPs and Guidelines and client’s rules and regulations;
Review and ensure quality of field procurement; ensuring compliance with company anti-corruption and due diligence processes;
Coordinate the processing of service provider work orders and invoices;
Monitor and report monthly on the status of partner budgets/invoicing and grants;
Ensure asset management procedures are undertaken and conduct spot checks.
Reporting Requirements
The role reports to the Project Manager. Reporting requirements include:
Attendance at catch up meetings with Manager,
Provision of regular updates to the manager,
Monthly submission of forecasts on Cobra,
Monthly updates on the status of personal Key Performance Indicators (KPIs) and any other material matters and/or areas of concern,
Provision of exception reports as required,
Other reporting as requested by the manager.
For HR, the role will report to the DAFPAK HR Manager.