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.
Palladium International is a Disability Confident Employer and is committed to promoting diversity, equity, and inclusion within our workforce.
1. Purpose of Position:
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.
2. Primary Responsibilities:
Project Coordination
Provide project coordination support within the P&L Team including:
1. 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;
2. Submit forecasting and accruals to HSOT Finance team for all allocated budgets where required;
3. Information Management both within and outside of response, saving key correspondence and updating Information Management templates;
4. Financial reporting as agreed with the client, both routine & ad hoc;
5. Management of invoice email inbox and checking & processing all invoices against allocated projects. Supporting on additional invoice processing as requested by the Programme Manager;
6. Arrangement of UK-based surge contracts, including liaison with HR and support in processing associated expenses;
7. Develop excellent working client relationships 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
1. Produce purchase orders for goods and services as tasked by the Procurement Manager, payment authorisation forms, and correspondence with suppliers as necessary for the management of HSOT procurement projects.
2. 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.
3. 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.
4. Support to procurement and sales of medicines, medical devices, warehousing, and transport services in strict accordance with the Rules and Guidance for Pharmaceutical Distributors 2022 and The Human Medicines Regulations 2012 including:
5. Passing annual training in the principles of GDP and SOPs relevant to your area of operation.
6. Full adherence to Palladium’s Quality Management System (QMS on Wholesale Distribution, particularly in relation to documentation control, deviations, change control, and risk management.
7. Undertake due diligence and pre-qualification of suppliers and providers according to GDP and HSOT policies and guidelines.
8. Raising orders with relevant Technical Agreements.
9. Any other duties as required by Palladium’s Responsible Person (RP) or Quality Assurance roles related to GDP and agreed by line management.
General
1. 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.
2. Maintain readiness to undertake overseas deployment when required.
3. Undertake any other duties as appropriate to the position, as requested.
4. The post holder may be asked to deploy at very short notice to support an FCDO response. Deployments may last up to four to six weeks.
Minimum Education and Experience Required
1. Experience of supporting & coordinating aspects of procurement and supply chain processes.
2. Experience of drafting and issuing purchase orders and processing invoices.
3. Experience in administration and expense management including excellent Microsoft Office skills.
4. Outstanding organisational skills in terms of planning, managing information, controlling timelines, and meeting deadlines. Demonstrable attention to detail and accuracy.
5. Strong communication and interpersonal skills, and proven experience of building excellent collaborative working relationships, both internal and external.
6. Proven ability to communicate complex procedures and situations to varied stakeholders/clients.
7. 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 the right to work in the UK to be considered.
Job Type: Full-time
Pay: £32,000.00-£34,000.00 per year
Benefits:
* Company pension
Schedule:
* Monday to Friday
Work Location: In person
Application deadline: 17/02/2025
Expected start date: 05/03/2025
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