The Project Support Officer plays an important role in overseeing the running of a Medair base. On a day-to-day basis the Project Support Officer is involved in a wide variety of activities involving coordination, logistics, hospitality, security, finance and staff supervision. This provides valuable support to the programme staff, enabling them to focus on their core activities.

Medair has been operating multisector projects in Kamonia Territory, Kasai Province, since April 2017 to reduce morbidity and mortality to populations impacted by conflicts. Between the 4th October – 15th November, 315,247 people arrived in Kasai province from Angola with limited aid. Medair is in the process of launching a project (WASH / NFI / Infrastructure rehabilitation) to improve the living conditions of returnee populations in Kasai. Activities will ensure targeted vulnerable communities have access to drinking water from protected water sources. Medair will provide basic sanitation and hygiene services in health centres. Under NFIs, Medair will support targeted groups with basic household supplies.

Field based position in Kasai, Democratic Republic of Congo.

As soon as possible. Full time, 4 months with possible extension and / or change of work location.

Base Management

• Oversee the day-to-day base support functions including, but not limited to:
  • Managing the daily functionality of the base, ensuring utilities, food and other supplies are available, that security routines are maintained and that all other requirements are in place.
  • Coordinating the routine maintenance of base infrastructure and equipment, repairing items as quickly as possible using the most cost-effective solution.
  • Liaising with external contacts, such as landlords, utility companies, local tradesmen, service providers, ensuring services are delivered on time, on budget and to an acceptable standard.
  • Welcoming and briefing new Medair staff and visitors to the base, planning for their arrival by preparing food and accommodation, arranging transportation if required and ensuring they have all the information needed for their stay.
• Work with the relevant field managers and the GSO Finance Officer in preparing the base budget.
• Monitor base expenditure, ensuring procedures are followed and all payments are in line with budgets.

Administration

• Draw up and periodically review contracts between Medair and external suppliers, ensuring they remain valid and relevant and that the terms and conditions are followed.
• Submit accurate and timely internal reports and contribute on request to external reports.
• Ensure a clear and transparent paper trail is in place for all transactions, that records are kept in a timely fashion and that the filing system is in line with Medair and donor requirements.

Communication

• Develop and maintain a transparent and supportive communication structure with colleagues to ensure they are kept informed of base-related activities and requirements.
• Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships.

Staff Management

• Manage and oversee the programme base staff (e.g. cooks, cleaners, logisticians, guards, drivers, etc.) including recruitment, day-to-day management, development and training, appraisal, etc.
• On occasions work with casual labour (including hiring, co-ordinating workload and payment) to achieve specific, time-bound tasks.

Quality Management

• Promote and use the Medair e-library and other operating procedures, ensuring that all standardised formats are used and guidelines are followed.

 Team Spiritual Life

• Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
• Work, live, and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
• Encouraged to join and contribute to Medair’s international prayer network.

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

• University degree in relevant subject or equivalent professional / technical qualification.
• Strong working knowledge of English and French (spoken and written).

  Everyone who works as an Internationally Recruited Staff in one of our field programmes must first successfully complete the Medair ROC. Read more for information, dates and related costs.

• Relevant professional experience in an administrative position.
• Medair experience preferred.
• Able to build trust and enforce procedures.
• Problem solving ability, strong administrative skills, good numerical and report writing skills.
• Attention to detail, able to oversee multiple tasks, prioritising and delegating as required.
• Capacity to work under pressure and manage personal stress levels.
• Creative, open-minded, flexible, self-learner.
• Able to cope with basic living conditions in the field and during field trips.