Project Officer

4 weeks ago

London, United Kingdom Palladium Group, Inc. Full time

**Project Overview and Role**:
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.

Reporting into Supply Chain Programme Manager, 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
- Arrangement of UK-based surge contracts, including liaison with HR and support in processing associated expenses.
- Build excellent relationships with colleagues in FCDO and OCSM
- Effective use of HSOTs Management information system for budget management for project delivery & programmatic reporting.

**Procurement**
- Produce purchase orders for goods and services, 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 by the 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.
- 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:

- Passing annual training in the principles of GDP and SOPs relevant to your area of operation.
- Full adherence to Palladium’s Quality Management System (QMS on Wholesale Distribution, particularly in relation to documentation control, deviations, change control, and risk management
- 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.

**Required Qualifications and Competencies**:

- 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
- The ability demonstrate flexibility in response to changing business environments.
- Ownership of learning and striving to develop own knowledge and capabilities to support the organisation's success.
- The ability to see how an individual fits into Palladium, impact of individual actions on bottom line and effectively manage resources.

**Applicants must have the right to work in the UK and have a minimum of 2 years residency in the UK for compliance purposes** **.**

**Company Overview**:
**About Palladium** - Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value

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