Procurement and Administration Officer at Palladium, Manila, Philippines

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Deadline: 23 April 2019

Palladium is currently seeking applications from the eligible applicants for the post of Procurement and Administration Officer in Manila, Philippines.

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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.

Palladium’s mission is to catalyze an enriched future for all.

Key Jobs Responsibilities

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The Procurement and Administration Officer will perform the following functions:

  • 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.

Eligibility Criteria

Applicants must have:

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  • 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.

How to Apply

Applicants must send a detailed cover letter and Curriculum Vitae at the address given on the website with “Procurement and Administration Officer” in the subject/title.

For more information, please visit Palladium.

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