Project and Role Description 

The Humanitarian and Stabilisation Operations Team (HSOT), contracted by Palladium International Ltd, provides the Foreign Commonwealth & Development Office (FCDO) with humanitarian operations services and the UK Government’s Office of Conflict Stabilisation and Mediation (OCSM) with stabilisation operations support.
The primary purpose of this role is to contribute to the project management functions within the Procurement and Logistics (P&L) Team. The role will be responsible for supporting the P&L team to provide end to end project management of procurement and logistics tasks for both clients and will include procurement of goods and services for both annual budgets and response projects.

Primary Duties and Responsibilities: 

 Project Coordination

Provide project coordination support within the P&L Team including: Project creation, budget design & monitoring using HSOT systems, taking responsibility for administration of each budget allocated by the Programme Manager (PM) with the PM acting as a point of escalation where required; Submit forecasting and accruals to HSOT Finance team for all allocated budgets where required; Information Management both within and outside of response, saving key correspondence and updating Information Management templates;Financial reporting as agreed with the client, both routine & ad hoc ;Management of invoice email inbox and checking & processing all invoices against allocated projects. Supporting on additional invoice processing as requested by the Programme Manager;Arrangement of UK-based surge contracts, including liaison with HR and support in processing associated expenses.  Develop excellent working client relationship with FCDO and OCSM, instilling confidence regarding the team’s capacity and quality of financial management/reporting. Confidently use HSOT’s HERMIS financial & information management system and others as required, including budget management for project delivery & programmatic reporting.

·       Procurement

Produce purchase orders for goods and services as tasked by the Procurement Manager, payment authorisations forms and correspondence with suppliers as necessary for the management of HSOT procurement projects.Sourcing and market research of potential suppliers of goods and services as tasked by the Procurement Manager. Review and assess suppliers in accordance with the HSOT Due Diligence guidelines and FCDO’s Supplier Code of Conduct.Assist the Procurement Manager in maintaining the register of procurement procedural controls, including supplier approvals, sole source justifications, waivers and emergency approvals, and risk register Undertake due diligence and pre-qualification of suppliers and providers according to GDP and HSOT policies and guidelines. Raising orders with relevant Technical Agreements. Any other duties as required by Palladium’s Responsible Person (RP) or Quality Assurance roles related to GDP and agreed by line management.

General

The role may be required to provide support to other team functions for example to cover leave, or during response, including support issuing deployment kit to core, surge and client deployees. Maintain readiness to undertake overseas deployment when required.The post holder may be asked to deploy at very short notice to support an FCDO response. Deployments may last up to four -six weeks

Required Qualifications:

Experience of supporting & coordinating aspects of procurement and supply chain processes Experience of drafting and issuing purchase orders and processing invoices.Experience in administration and expense management including excellent Microsoft Office skills.Outstanding organisational skills in terms of planning, managing information, controlling timelines and meeting deadlines. Demonstrable attention to detail and accuracy. Strong communication and interpersonal skills, and proven experience of building excellent collaborative working         relationships, both internal and external.Proven ability to communicate complex procedures and situations to varied stakeholders/clients.Proven ability to deal with a varied, demanding, often conflicting and rapidly changing workload

Please Note: This role is a Fixed Term contract until 31/10/2025.  The closing date for this vacancy is the 17 February 2025. Candidates must have right to work in the UK to be considered and residing in the UK for 2 years to meet the compliance criteria. 

Fixed-Term

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, colour, religion, sex, national origin, age, disability or genetics.