Operations and Administration Associate
Sierra Leone
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req25476
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Posted on: 24/08/2026
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Operations and Administration Associate
Location: Sierra Leone
Project: USG-Funded Project, Sierra Leone (commencing September 2026)
Reports to: Country Lead
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 governments, businesses, and investors to solve the worlds most pressing challenges.
Position Description
Palladium is seeking to recruit an Operations and Administration Associate for an upcoming USG-funded project in Sierra Leone. The Associate will support the projects Operations, Finance, Procurement, and Administration functions, ensuring the smooth and efficient implementation of day-to-day activities. Responsibilities range from office administration, logistics, and travel coordination to procurement support and maintenance of project records and databases.
This is a locally recruited position and does not include relocation assistance or expatriate benefits. Sierra Leone nationals are strongly encouraged to apply. Applicants must have the legal right to live and work in Sierra Leone
Key Responsibilities
- Support financial and administrative processes, including expense tracking, invoice processing, record management, and audit-ready documentation.
- Provide administrative support to ensure efficient program operations, including calendar management, meeting coordination, travel arrangements, event planning, and general office administration.
- Support management and maintenance of project records, and the project databases in the SharePoint system, ensuring documents are current, properly organized, and easily accessible.
- Support timesheet administration and leave tracking, ensuring timely submission, accurate records, and compliance with corporate requirements.
- In coordination with the Project Delivery team, support the procurement of consultants, vendors, and contractors by conducting market research, obtaining and evaluating quotations, negotiating with service providers, and facilitating timely delivery of goods and services.
- Ensure procurement and contracting activities comply with company policies, Standard Operating Procedures (SOPs), project requirements, and donor regulations.
- Support the project team and consultants to adhere to company policies, Standard Operating Procedures (SOPs), project requirements, and donor regulations.
- Monitor contract and deliverable deadlines, proactively notifying Technical Monitors and HQ teams of upcoming expirations or actions required.
- Asist with procurement processes, travel and logistics coordination, document management, meeting scheduling, and general office administration.
- Maintain complete procurement files and documentation, including selection records, contracts and amendments, deliverables, invoices, payment records, and closeout documentation for consultants, vendors, subcontractors, and grantees
- Submit approved deliverables and invoices to the Finance and Operations Manager for payment processing.
- Perform other administrative, operational, and logistical duties as required to support effective project implementation.
Skills and Abilities
- Knowledge of donor rules and regulations, especially those of the US Government.
- Excellent communication and organizational skills.
- Strong operations and analytical skills.
- Ability to prioritize tasks to address the most critical needs first.
- Organized, detail-oriented, able to maintain confidentiality, proactive, and solution-oriented.
Required Qualifications
- Minimum of a bachelors degree in administration, economics, accounting, statistics, banking, finance, or another related discipline, with at least 3 years of relevant work experience.
- Experience in administration, operations, and procurement with an international organization; USG-funded project experience is desirable.
- Experience with finance and compliance regulations for donor projects is desirable.
- Computer skills: SharePoint, Microsoft Excel, Microsoft Word.
- Good oral and written English.
How to Apply
Palladium offers competitive compensation. All qualified candidates are strongly encouraged to apply for this position through our online portal.
Languages: Fluency in English is required.
Disclaimer
This job description is not an exhaustive list of the skills, effort, duties, and responsibilities associated with the position.
Safeguarding
We define Safeguarding as "the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm." We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process, including safeguarding-focused interviews and a rigorous due diligence process.
Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.
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