Procurement and Logistics Programme Manager 127 views

Company Overview
Palladium is a global leader in the design, development and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.

For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved – and is committed to continuing to improve – economies, societies and most importantly, people’s lives.

Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.

Project Overview and Role

The Humanitarian and Stabilisation Operations Team (HSOT), contracted by Palladium International Ltd, provides the Department for International Development (DFID) with humanitarian operations services and the UK Government’s Stabilisation Unit (SU) with stabilisation operations support.

The primary purpose of this role is to provide programme management services within the Procurement and Logistics Team (P&L team). The role will be responsible for ensuring accurate management of P&L projects and adherence to relevant legislation, policies, guidance & SOPs throughout the team. The post-holder will line-manage the Procurement Project Officers and will be responsible for ensuring understanding of and adherence to relevant legislation, policies, guidance & SOPs throughout the team. Additionally, the post-holder will provide matrix management to various members of the team.

Responsibilities

Programme management

  • Responsible for programme management of P&L projects ensuring internal and external reporting deadlines are adhered to, including the Standing Budget, the Ad hoc Procurement project and any response projects. Create and implement guidelines for evaluating the P&L team’s strengths and areas where improvement is required.
  • Monitor and report on P&L progress against agreed targets, milestones, outputs and activities including the Log-frame, Workplan and Contract KPIs.
  • Manage project financial planning, review and/or approve (or obtain approval for) Tasking Orders, PAFs, Due Diligence and Sole Sourcing requests in line with HSOT Delegation of Authority Guidance.
  • Manage staff forecasting for P&L in line with company and contract requirements.
  • Establish a process for testing of innovations and new commodities or ideas within the framework of the Humanitarian Innovations Committee.
  • Act as liaison between the P&L team and corporate Programme Management within Palladium.

Compliance

  • Responsible for ensuring HSOT P&L complies with its outside regulatory requirements and internal policies, including by not limited to the following areas – due diligence, insurances (suppliers and own), MHRA, Known Consignor status, financial, ethical and safeguarding.
  • Keep up to date with and understand relevant laws, regulations and policies and contribute to robust and effective compliance controls within the P&L team.
  • Monitor the P&L team’s compliance and ensure that findings are recorded and followed up with individuals so that issues can be rectified. Where relevant, report back to managers and the client on current risk and compliance performance and where necessary, highlight or escalate areas of concern.
  • Educate employees on not only the regulations and policies, but also the impact on the team, organisation and client if these aren’t complied with.
  • Undertake emergency response deployment to assist with implementation and management of supply chain activity on behalf of DFID and SU as required, such as establishing SOPs for in-field Palladium compliant procurement and financial accounting.
  • Working with the Procurement and Systems Manager, implement and improve inspection & testing, CSR and due diligence regimes for all procurement activity undertaken by core and surge staff within the UK and overseas during responses, including compliant rapid procurement during responses.
  • Procurement and sales of medicines and warehousing and transport services for medicines in strict accordance with the EU Good Distribution Practice of medicinal products for human use (GDP)
  • 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) Manual for Brokerage and Wholesale Distribution, particularly in relation to documentation control, deviations, change control and risk management.
  • Undertake due diligence and pre-qualification of suppliers 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) related to GDP and agreed by line management.

Air Charter Services

  • Working with the Procurement and Systems Manager to create and subsequently enacting SOPs for the management and operation of Palladium’s Air Charter Services framework once this is established, including supplier KPI monitoring and reporting and the process for financial agreement and client approval of call-downs from the framework.
  • Ensuring compliance as it specifically relates to the Air Charter Services framework, e.g. economic basis, ethical checks on airlines, ability to follow GDP.

General

  • Maintain readiness to undertake overseas deployment when required.
  • Participate in the HSOT Duty roster system providing full adherence to the most current policy and SOPs.

Requirements

  • Substantial demonstrable experience of working in project and/or programme management is essential.
  • Proven experience of driving improvement with a specific focus on quality management.
  • Outstanding organisational skills in terms of planning, managing information, controlling timelines and meeting deadlines.
  • Strong communication and interpersonal skills, and proven experience of building excellent working relationships, both internally and externally.
  • 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.
  • Resourcing, mobilising, activity scheduling and monitoring, milestone review and adjustment.
  • Strong communication and interpersonal skills, and proven experience of building strong working relationships.
  • Proven ability to deal with a varied, demanding, often conflicting and rapidly changing workload.
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