Program and Administrative Support Specialist

About Palladium

Palladium is a global company working to design, develop and deliver a positive impact on the lives and livelihoods of people around the globe; broaden access to health, water, power, and infrastructure; build enduring, sustainable, and transformative institutions and market systems to address global challenges; and conserve the natural world. We operate in over 90 countries and have a workforce of 3,000 talented, motivated, and diverse staff of all religions, races, languages, and gender identities.

Project Overview and Role

The USAID Enterprises, Employment, and Enabling Environments (E4) Activity aims to increase employment and jobs through increased private sector productivity and competitiveness. The theory of change is: “For the number of jobs to increase, businesses must grow; and for businesses to grow, constraints preventing growth must be removed.” Following this logic, Palladium will focus on removing obstacles to growth at the firm level and will work to develop skills identified by employers or develop entrepreneurial expertise. Additionally, Palladium will work to address legal and regulatory constraints if they are determined to be significant inhibitors of firm growth. These efforts will result in the creation of new firms, the growth of existing firms, and new job creation.

Work performed under the E4 IDIQ is divided into three components:

• Component 1: Enterprises – Fostering Competitive Industries
• Component 2: Employment – Developing a Capable Workforce and Entrepreneurship
• Component 3: Enabling Environments – Creating Conditions for Jobs and Investment

E4 IDIQ regional office is located in Almaty. Kazakhstan and country offices are located in Kyrgyzstan, Tajikistan, Turkmenistan, and Uzbekistan.

This Opportunity

The Future Growth Initiative (FGI) Task Order will increase the competitiveness of high-growth industries to provide jobs and incomes for Central Asia’s growing workforce, propelling the region toward self-reliance. FGI will transform market systems in ways that help high-potential firms and sectors grow, foster market linkages to match the demand for workforce skills with training offered to youth and women, link entrepreneurs to high-growth markets, and build more business- and worker-friendly policy environments and institutions to sustain private sector-driven growth.

Palladium seeks a Program and Administrative Support Specialist for the FGI Task Order under the USAID (E4) Activity. Activities performed under this Task Order will cover Kazakhstan, Kyrgyzstan, Tajikistan, Turkmenistan, and Uzbekistan.

The Program and Administrative Support Specialist is responsible for providing operational and administrative assistance to the technical and operational staff, performing a variety of administrative, coordination and logistical services in support of project activities.

Duration: The FGI Task Order under the USAID E4 Activity is projected for 5 years (October 1, 2019 to September 30, 2024)

Location – Almaty, Kazakhstan

Reporting and Supervision – This position reports to the Chief of Party.

Primary Duties and Responsibilities

Administrative Support:

• Assist in the administration of human resource functions, such as recruitment of project staff, processing Independent Consultants agreements, performance appraisal, administration of employee benefits and allowances;
• Assists in the orientation of new staff, interns, and consultants by providing them with the necessary documents and materials for orientation;
• Update inventory records in the assets registry and issue and distribute property in accordance with policy and procedures;
• Administer and manage petty cash, and perform micro purchases;
• Assist in drafting solicitations and technical specifications to ensure completeness, accuracy, and competitive qualities; generate bid matrix and compile procurement documentation;
• Office management, including arrangement of cleaning services, office supplies; assist in the development of Lease contract agreement, associated amendments, and other office-related activities;
• Assist other team members in submitting necessary documentation to public service center, migration and tax departments; submit notifications to visa-migration portal;
• Other duties as assigned.

Program Support:

• Assist other team members in preparing and formatting documents, including activity and expense reports, Power Point presentations;
• Develop and maintain an efficient electronic and hard copy filing system.
• Organize regular team meetings and conferences, including the preparation and distribution of documents and providing the necessary technical devices;
• Work with Program Staff to coordinate work activities, meet deadlines, and provide support where needed.

Technical Support:

• Organize and manage Zoom and MS Teams meetings and webinars;
• Develop and distribute project newsletters, using Sendinblue, Mailchimp etc.;
• Develop simple infographics and other visual materials, using free software (Canva, Crello, Visme etc.);
• Create polls and surveys, using Google forms, SurveyMonkey etc.

Travel Management:

• Arrange and book accommodation for staff conducting field trips. Contacting hotels to obtain estimated rates and calculate per diems.
• Maintain and regularly update travel plans and budget amounts to provide an accurate overview of the Program’s travel arrangements and budget, which includes liaising with Office staff for their input;
• Request the issuance of visas/work permits, when necessary.
• Coordinate with project driver(s) or taxi service(s) for all transport arrangements for the team
• Assist team members in preparing and formatting Travel Advance Request and Expense Reports

Workshops and Events:

• Liaise, in coordination with relevant FGI staff, with members of partner organizations to organize logistical arrangements for workshops that take place in different locations;
• Support the technical team in preparing training kits or information packages for workshops and trainings in a timely manner

Key Competencies Required

• One to three (1-3) years of experience in administrative support, operations, logistics or another relevant field.
• Microsoft Office Suite proficiency and the ability to operate spreadsheet and word-processing programs
• Proficient in English (written and verbal)
• Ability to communicate effectively with managers, colleagues, service providers and clients.
• Excellent time management skills and the ability to prioritize work
• Strong organizational skills with the ability to multi-task

Professional Expertise/Competencies Preferred

• Bachelor’s degree in a relevant field
• Experience with USAID policies and procedures
• Experience with coordinating trips, travel management
• Knowledge of procurement procedure
• Proficiency in Zoom platform, MS Teams to organize meetings and webinars
• Ability to organize events and conferences, round table events
• Knowledge of office management systems and procedures

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. 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 experience, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodations due to a disability, or you are a neurodivergent individual, or for any other circumstance, please email our team at [email protected]. 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.