Practice Senior Manager, Project Operations

at Palladium

Location:    Washington, D.C.

Purpose of Position

The Practice Senior Manager, Project Operations serves as fulcrum of the project operations and corporate support teams as leadership of the Project Operations team within the assigned portfolio. This position is responsible under the leadership of the Director, Project Operations for the management and delivery of a practice’s projects and support of the corporate operations function for U.S.-based projects. The specific purpose of the position is to manage implementation of effective and efficient operational, financial and compliance activities to deliver the Practice’s projects in accordance with contractual obligations, Company policies, Group Standard Operating Procedures (SOPs) and Guidelines and client rules and regulations

Primary responsibilities


Corporate Operations Support

  • In collaboration with the Director, Project Operations provide a focal point for training and guidance to the Practice’s operations staff and ensure compliance with company policies, SOPs and Guidelines and client rules and regulations;

  • Manage and mentor Project Operations teams at HQ and in the field;

  • Coordinate the development and presentation of the Practice’s internal and external reporting (for example: Health Checks, Monthly Management Reports (MMRs), quarterly Internal Project Reviews (IPRs), project risk assessments, annual reviews, and client deliverables) and ensure these outputs are fit for purpose;

  • In collaboration with Contracts and Compliance department, conduct frequent compliance checks on processes and internal controls;

  • Lead Practice responses to projects’ specific audit requests and deliver assistance with Partnership corporate audits;

  • Collaborate with Financial Management department to ensure accuracy of forecasts and ERP system data;

  • Collaborate with Practice and Project Leadership and project operations staff to identify and manage resources to help projects meet their goals, deliverables, and milestones;

  • Collaborate with Human Resources department on field and project people-related matters and concerns;

  • Spearhead corporate implementation projects as required; and

  • Assist with any other tasks as assigned by the Director, Project Operations.

Staff Development and Supervision

  • Serve as primary supervisor to two or more Manager(s), Project Operations, or Senior Associate(s), Project Operations;

  • In conjunction with the project management team, and the Senior Practice Manager, Project Operations, actively engage in employee onboard and training, educating new staff on policies, procedures, tools, and Palladium’s culture;

  • Actively monitor, review, correct, and provide feedback on all supervisee’s work products, providing additional training and support where necessary;

  • Provide coaching and mentoring on project management best practices, office work environment skills and behaviors, and the relevant level of core competencies;

  • Take a proactive role in staff development, including working with assigned reports to identify and execute professional development opportunities;

  • Provide regular performance feedback including holding monthly coaching meetings, and documenting these in Palladium’s performance management systems.


Human Resource Management and Recruitment

  • Manage the Practice’s Operations resources planning, recruitment and contracting. Coordinate inputs and support from the Company’s HR and Talent Acquisition teams;

  • Validate accuracy of ERP HR data;

  • In collaboration with Security, ensure safety and security procedures, including Occupational Health and Safety (OHS) requirements, are in place and adhered to; and

  • In collaboration with HR, ensure staff performance management systems are in place and adhered to.

Project Operations

  • Ensure that Corporate policies and procedures are adhered to and escalate cases of non-compliance to the appropriate authorities;

  • Develop and maintain training materials and work-plans in support of Project Management Units and corporate support;

  • Provide strategic leadership to operational aspects of project start-up and closeout to ensure delivery of required inputs to these processes from corporate services, service providers and stakeholders;

  • Serve as the primary liaison between the Practice and shared corporate services (Contracts and Compliance, Information Technology, Human Resources, Financial Management, and Accounting);

  • Oversee Project Operations team in support of corporate registration in-country and ensure all legal, operational and financial requirements are met and maintained for the entity and project in close collaboration with Contracts and Compliance department;

  • Review operations group and project work plans and provide guidance to support Project Operations inputs;

  • In collaboration with Project Directors and Chiefs of Party ensure that Practice’s projects maintain risk registers and that issues and risks are logged, monitored, reported on, managed and mitigated;

  • Escalate risks and issues to corporate/project leadership, as required; and

  • Support project advocacy with internal and external stakeholders.


Financial Management

  • Serve as a point of contact for Financial Management queries and address finance queries as required;

  • Provide Practice level oversight to ensure that company policies, SOPs and Guidelines for financial management are implemented and are compliant with the client’s rules and regulations;

  • Establish Practice levels of delegated authority in accordance with Company policy and manage the process for higher-level approvals as required;

  • Ensure the Practice’s projects adhere to the appropriate financial calendar;

  • Ensure accuracy of financial forecasts and reports;

  • Ensure accuracy of financial data reported from the field staff, following the established internal controls process;

  • Monitor field vouchers to ensure that processes are completed and that issues are resolved in accordance with the requisite reporting deadlines;

  • Monitor, reconcile and report expense advances monthly;

  • Monitor Practice Accounts Receivable and assist with recovery efforts;

  • Support the planning and coordination of inputs from the Company’s Security, Risk and Internal Audit/System Review teams; and

  • Manage the external audit process and ensure retention of project records is compliance with company policy.

Contract Administration and Compliance

  • Serve as a point of contact for Contracts and Compliance queries and address contractual matters in coordination with Contracts and Compliance;

  • Ensure compliance with Client’s rules and regulations pertaining to approvals, due diligence, record retention and other contractual requirements;

  • Ensure compliance with the Company Code of Conduct and Ethics Program by the Practice Area;

  • Support development of project subcontractor / grant management procedures compliant with the company’s SOPs and Guidelines and client’s rules and regulations;

  • Review field office leases in collaboration with Contracts and Compliance department;

  • Monitor and ensure quality of field procurement; ensuring compliance with Company anti-corruption and due diligence processes; and

  • Ensure asset management procedures are undertaken and conduct spot checks.


Business Development / Other

  • Participate in capture planning, leading on operational requirements, including but not limited to the requirements for company registration and banking arrangements;

  • Assist pricing team with collection of quotes and cost analysis;

  • Provide input and support business development of the company as required; and

Reporting requirements

The line manager for the role is the Director, Project Operations. The reporting requirements include:

  • Attendance at all weekly and/or management team meetings;

  • Provision of regular updates to the line manager,

  • Utilization of ERP for monthly submission of operations financials and forecasts,

  • Monthly updates on the status of personal Key Results Areas (KRAs) and any other material matters and/or areas of concern;

  • Provision of Monthly Risk reports;

  • Inputs to the Partnership’s quarterly reports as required; and

  • Other reports as requested by the line manager.


  • The role is an integral part of the Project Management Unit;

  • The role maintains a key relationship with the relevant practice lead;

  • As delegated, the role liaises with clients, technical area specialists, corporate services, professional service providers, and other stakeholders as required.

Authority levels

The role carries a high degree of autonomy on operations management with appropriate consultation. The role is required to:

  • Analyse and make sound recommendations to the line manager;

  • Oversee and manage Project Operations teams as assigned; and

  • Contribute to process improvement through innovative and cost-effective proposals/ideas/suggestions.


Minimum education and experience required

  • Master’s degree in Business Administration, equivalent degree/s in finance, accounting, or closely related field, or relevant project management experience.

  • A minimum of 12 years relevant work experience.

  • A minimum of 10 years project management experience with US Government (CDC, Department of State, etc.) or other donor clients, including at least 5 years experience with USAID contracts.

  • Experience managing large and complex projects.

  • A minimum of 6 years of people management experience, including setting performance objectives, managing for results, giving and receiving feedback, performance evaluation and mentoring and coaching.

Key competencies and professional expertise required

  • Formal Project Management training and expertise.

  • Excellent written and verbal communication skills.

  • Financial acumen and the ability to interpret and analyse financial reports.

  • Sound problem solving and decision-making skills.

  • Strong management skills with ability to mentor, coach, lead, develop and evaluate staff.

  • Ability to work with a low level of supervision and as a part of a team when required.

TO APPLY: Submit your cover letter and resume to with the subject line “Palladium – Practice Senior Manager”




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