Coordinate and manage the main support functions including general administration, base management, finance, human resources, logistics and security in a complex conflict environment. With line management responsibility for staff involved in support roles the Project Support Manager also represents Medair at relevant meetings with contractors, local authorities, NGOs and other stakeholders. Assist with access negotiations and enabling projects to work under counter terrorism policies.

In response to the ongoing crisis in Iraq, Medair’s programme is delivering emergency assistance to Iraqi IDPs, returnees and host communities in Duhok, Ninewa, Kirkuk and Salah-al-Din governorates. Projects include Primary Health Care, Shelter and NFI Assistance, Multi-Purpose Cash Assistance and WASH. As the Iraq programme operates within the Medair Middle East programme, collaboration, coordination and shared learning of projects is expected within the region.

Field based position in Mosul, Iraq.

July 2019. Full time, 6-24 months.

Project Support Management

• Ensure the smooth running of the assigned bases including set-up, staff supervision, security, maintenance and liaison with landlords, contractors and suppliers.
• Supervise all financial activities to ensure all cash management needs, reporting deadlines and internal and external audit requirements are met.
• Ensure all internal financial controls are in place and that Medair and donor guidelines are followed.
• Oversee all human resource activities, supporting line managers as required in areas such as recruitment, induction, training, disciplinary action, according to Medair Iraq guidelines.
• Ensure all national and international legal requirements relating to employment are adhered to, including contracts, statutory deductions, record keeping, etc.
• Oversee the logistical support to programme staff and field bases, including the supply chain, vehicles, assets, IT and communication equipment and the training of logistics staff.
• Ensure accurate and efficient procedures are maintained in logistics, particularly in the areas of procurement, storage and transportation.

Security Management

• Attend all relevant external coordination and security meetings and feedback information, as applicable, to the appropriate managers and staff.
• Ensure security procedures are in place, guidelines are kept up-to-date and staff receive relevant security information. This includes reviewing security arrangements on a regular basis, maintaining communication, providing briefings and ensuring the availability of emergency equipment.
• Provide support in managing security incidents as required, including the writing of incident reports.
• Support the Project Coordinator where necessary with access negotiations, including developing a detailed understanding of actor mapping in the region.

Administration   

• Draw up, manage 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 as required by field management and HQ 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 an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements.
• Oversight of the permission letters, residency procedures and any admin activities required with local government.

Staff Management

• Manage and oversee the assigned programme support staff including recruitment, day-to-day management, development and training, appraisal, etc.
• Hold regular team meetings with the assigned programme support staff, reviewing team and individual objectives and ensuring team members are kept informed of issues relevant to their work.

Communication

• Develop and maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of support 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.

Quality Management

• Promote and use the Medair e-library, BOX and portfolio 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 (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.

• Post-qualification management experience in a relevant profession.
• Experience working in a cross-cultural setting, preferable in a support role.
• Able to oversee multiple tasks, prioritising and delegating as required.
• Able to develop and maintain effective relationships with internal and external stakeholders.
• Strong organisational and time management skills. Good numerical and report writing skills.
• Problem solving ability, excellent communicator. Creative, open-minded, flexible, self-learner.