Consultant: Documentation Specialist at Palladium: Make It Possible

Position Summary:

• Palladium, through Data.FI, is currently seeking an experienced and motivated short-term consultant to join our team as a Documentation Specialist to support the implementation of the revised Data.FI award in South Africa (SA) under the terms of the PEPFAR-GHSD lifesaving activities.  
• This position will assist the technical team with technical documentation and will provide maternity cover for the in –country financial administration tasks in support of the Data.FI South Africa project.
• Data.FI South Africa supports the National Department of Health Digital Health Unit (DHU) in its role of providing strategic leadership for the country’s Digital Health in addressing its HIV epidemic and associated opportunistic diseases such as TB. A cornerstone of Data.FI's support in this area is driving efficiencies in HIV and TB program planning by making key data available for resource planning and decision making, as well as assisting in building robust, future proof digital systems. 
• The consultant will work closely with the Data.FI South Africa Country Director to ensure that all activities are delivering required products to a high standard of excellence.
• This requires demonstrable knowledge of the National Department of Health’s digital health policies and operations as the consultant is expected to ably guide and execute documentation activities that ensure alignment with requirements from the project and USG.
• Program and financial management abilities are required to assist in tracking and documenting all project activities, outputs and outcomes.
• The position is a short-term consultancy contract until September 30, 2025, with a possible extension depending on performance and the availability of funding.
• This position is based in Pretoria, South Africa.

Primary Duties and Responsibilities: 

Program and Financial Administrative Support:

• Prepare and track project budgets, budget projections, and financial reporting in coordination with the project’s Country Director and Palladium DC office staff.
• Review expense reports, vouchers and payment requests, including back-up documentation in compliance with all requirements and regulations.
• Track and communicate with project team members on monthly time-spend.
• Oversee timely payments and tax documentation for vendors, contractors, consultants, and staff, with information readily updated and available to project leadership.
• Prepare all field vouchers, supporting documents, and transactions accurately and in accordance with chart of accounts and project charge code(s).
•  File all associated administrative and financial documentation and supporting documents appropriately in hard and soft copies.
• Ensure all systems and processes are compliant with local laws as well as project, donor, and country policies, and develop or implement corrective action plans to resolve any potential areas of financial and compliance vulnerability and risk identified.
• Support travel planning for project staff in compliance with project and Palladium policies.
• Lead and oversee development, management, and complete life cycle of procurement mechanisms used in the project, including purchase orders and sub-contracts.
• Lead the team in cost share opportunity identification and budget tracking.
• Perform additional duties as required and as requested by the Country Director.

 Documentation Support:

• Coordinate with the project team to routinely track deliverables and activities progress.
• Lead the project team in ensuring all Data.FI and USG reporting and documentation requirements are met.
• Monitor NDOH outputs to ensure relevant policy alignment.
• Prepare materials for all internal and external team meetings and coordinate team inputs.
• Maintain project documentation and deliverables within the internal knowledge management structure.
• Coordinate with Data.FI communications and knowledge management team to ensure timely review of all materials and deliverables as required.
• Perform additional duties as required and as requested by the Country Director.

Required Qualifications:

• A bachelor’s degree (minimum), or a postgraduate diploma of NQF7 level (desirable) in business administration, project management or public administration.
• At least 5 years of work experience in program management, with exposure to data or knowledge management.
• Knowledge of the broader South African Donor Funding landscape highly beneficial.
• Financial acumen and the ability to interpret and analyze financial reports.
• Project management qualification is preferred.
• Previous experience in development of operational procedures and guideline development.
• Knowledge of the South African digital and public health sector.
• Knowledge of the digital policy environment of the South Africa government.
• Knowledge of the work of the NDOH DHU.
• Demonstration of ability to work on multiple projects simultaneously.
• Proven experience in critical thinking, able to identify and resolve problems.
• Effective oral and written communication skills, and excellent interpersonal skills to form effective working relationships.
• High level of computer literacy, including experience with the Microsoft Office suite.
• Written and oral proficiency in English.
• Must be legally authorized to work in South Africa.