Finance & Administration Officer, Guatemala

Project Overview and Role:

Palladium is currently seeking a Finance & Administration Officer, Guatemala to support implementation of the Translating Data for Implementation (Data.FI) award. Data.FI is a five-year global project funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) and the American Rescue Plan Act (ARPA) through the U.S. Agency for International Development (USAID). Data.FI works to accelerate and sustain access to high-quality data to expedite HIV and COVID-19 epidemic control and maintenance. Data.FI supports host country governments to enhance existing health information systems (HIS) and conduct in-depth analysis of epidemiologic and program data to inform management responses to gaps in programming and sustain impact by supporting local partner transition.
In Guatemala, Data.FI will lead a team of technical advisors with expertise in digital health and data analytics to support the government through USAID to better monitor and mitigate the impacts of the COVID-19 epidemic and support the Ministry of Health to improve health information systems for HIV. The Finance & Administration Officer for Data.FI, Guatemala will work in tandem with the Palladium Guatemala Finance Manger to provide operational and administrative support for the Data.FI program in Guatemala, including payroll and financial processing, procurement, budgeting, administrative support and travel coordination.
This position is based in Guatemala City, Guatemala. The initial position term is 12 months, with an extension dependent on continued project funding.

Primary Duties and Responsibilities:

Provide overall operational support to Data.FI/Guatemala, including:

• Assist with event planning and other activities. This includes venue, accommodation, transport, and per diem arrangements for participants.
• Ensure timely payments to staff, consultants, and vendors;
• Maintain complete, accurate and timely financial records; prepares and submit monthly financial reports as directed by CD/FM in timely manner; and supporting documents are filed appropriately in hard and soft copies.
• Maintain financial, procurement, and attendance records for all meetings and workshops.
• Coordinate with local vendors to obtain quotations, coordinate invoicing, and process payments for all service providers.
• Elaborate Blanket Purchase Agreements (BPA’s) with prequalified vendors and suppliers.
• Assist with the development of activity budgets for related project activities.
• Assist with the preparation of training materials and meeting documents (printing, binding, organizing/filing, and meeting minutes).
• Elaborate Value Added Tax (VAT´s) Exemptions.
• Manage of petty cash.
• Elaborate PAF´s Payment Approval forms
• Manage and control of asset inventory
• Manage and control of office supplies
• Upload payments to bank system
• Manage perdiem request for employees
• Review of travel expenses liquidations
• Provide procurement trainings to staff
• Prepare cost-share reports
• Prepare cost-share reports
• Ensure field vouchers are prepared accurately, supporting documents are in place, and all transactions are coded in accordance with chart of accounts and project charge code(s);
• Negotiate, administer, and assure compliance with agreements to include but not limited to: Contracts, Grants, Cooperative Agreements, Purchase Orders and Task Orders.
• Ensure that before any purchase takes place relevant authorization has been obtained.
• Provide logistics and travel support to program staff;
• Track all domestic and international travel of project staff. This includes assisting with the preparation of monthly travel log reports;
• Perform any other responsibilities as may be directed.

Required Qualifications:

• Bachelor’s degree in accounting, finance, business administration or related field.
• At least five years of experience with administrative and financial support including payroll, budgeting/forecasting and travel coordination and especially in procurement processes.
• Familiarity with USAID funded projects and/or experience working on an international development project

Key competencies and professional expertise required

• Detail-oriented and deadline-driven with strong organizational skills and ability to work in a dynamic and agile environment with changing requirements and priorities.
• Demonstrated ability to work effectively as a member of a fast-moving and multicultural team.
• Strong proficiency with Microsoft Office suite applications
• Excellent interpersonal, written and verbal communication skills.
• Sound problem solving and decision-making skills.
• Professional level of oral and written fluency in Spanish required.
• Intermediate level written and oral proficiency in English is ideal.
• Current legal authorization to work long-term in Guatemala.

Reporting requirements

The role reports directly to the Data.Fi Guatemala Finance Manager. Reporting requirements include:

• Attendance at routine Data.FI team meetings;
• Provision of regular updates to the line manager, including status of Key Result Areas (KRAs), and any other material matters and/or areas of concern;
• Other reporting as requested by the line manager.

Relationships

• The role is part of the Data.FI Project Delivery Team and will work in coordination with the Guatemala Finance Manager as well as US-based project management staff.
• This role will not have supervisory responsibilities.

Authority levels

• Under the oversight of the Finance Manager, perform preliminary processing for assigned activities.
• Under the oversight of the Finance Manager, contribute to managing the Guatemala project financial reporting.
• Primary responsibility for creating and maintaining procurement project files and documentation.

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. We work with governments, businesses, and investors to solve the world’s most pressing challenges. With a team of more than 3,000 employees operating in 90 plus countries and a global network of over 35,000 experts, we help improve economies, societies and, most importantly, people’s lives.

Equity, Diversity & Inclusion – Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at [email protected] and we will be in touch to discuss.

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.