Project Support Manager

Location

Starting Date & Initial Contract Details

As soon as possible. Full time, 6 months.

Role Overview

The Project Support Manager is responsible for the daily support of Pibor- -based staff and for the general support to Medair facilities in Pibor and ensures that the project continues to run effectively in terms of supplies, storage and base management. This role oversees Human Resources, Finance and Logistics.

Project Overview

To reduce the morbidity and mortality of displaced populations and acutely vulnerable host communities in South Sudan through the provision of emergency nutrition and health services in Ayod.

Our Culture

Key Activity Areas

Base Management

• Ensure smooth running of Pibor base including line managing base support staff to ensure the effective running of the compound. Manage and track expenditure of Pibor base budget by ensuring spending is in accordance with time frames and adjusts spending. Coordinating the routine maintenance of base infrastructure and equipment, repairing items using the most cost-effective solution.
• Development and implementation of robust systems designed to ensure the physical security of the base and to prevent the theft of Medair assets and equipment and the fraudulent use of Medair resources.
• Welcoming and briefing new Medair staff and visitors (external / Medair visitors) to the base, arranging transportation if required and ensuring they have all the information needed for their stay (e.g. base layout, security, local information, etc.)

Logistics

• Ensure accurate and efficient procedures are maintained in logistics, particularly in the areas of procurement, warehousing, equipment and fleet. Ensure that logistics staff follow the Medair procurement procedure and where applicable, donor regulations on procurement, maintaining both a hard and soft copy system of all procurement documents. The original of all procurement documents are kept in Finance.
• Ensure transport procedures are being followed in the daily management of fleet and drivers including servicing of vehicles and always having spares available for vehicles, Boats and for the generators used in the project.
• Planning weekly staff movements considering staff and fleet availability and programme requirements, ensuring the most efficient use of Medair resources.

Finance

• Manage the Project Support Officer and supervise all financial activities to ensure all cash management needs, reporting deadlines, salary payments are timely and internal and external audit requirements are met.
• Ensure all internal financial controls are in place and that Medair and donor guidelines are followed.
• Work with the Project Managers and the Project Coordinator in the preparation and development of budgets for support and shared costs. Act as finance officer during times of absence for the Project Support Officer.

Human Resources

• Oversee the Human Resource management function at the project site, supervising the Project Support Officer and supporting line managers in areas such as recruitment, induction, training, appraisals, disciplinary action, etc.
• Ensure line managers are supported by Juba as necessary on disciplinary action and grievance procedures, ensuring that the correct procedures are followed and records are kept in accordance with Medair guidelines and local labour laws. Represent Medair to all local ministries and commissions, in relation to labour issues. Provide line managers with any necessary training, advice, mentoring and coaching on performance management procedures for their team.

Administration & Compliance

• Draw up, manage and periodically review contracts between Medair and external suppliers, ensuring they remain valid.
• Submit accurate and timely internal reports as required by field management and GSO and contribute on request to external reports, with a focus on equipment/assets and supplies, in particular.
• Ensure a clear and transparent paper trail is in place for all transactions, that records are kept in an orderly fashion and are routinely and punctually shared in the filing system, in line with Medair and donor requirements.
• Implement anti-corruption and fraud measures, in line with Medair policies and the applicable donor procedures.

Communication

• Coordinate with relevant authorities (e.g. government ministries, local authorities, UN agencies, etc.) and other NGOs, as applicable, on matters relevant to Medair operations in the area.
• Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships.
• Develop and maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of base-related activities and requirements.

Staff Management

• In collaboration with PC and PMs, recruit necessary support staff to support programme activities adequately.
• Develop a recruitment strategy that allows for growth in the support departments.
• Ensure capacity building by orientation to Medair systems and procedures, ongoing and peer training.
• On occasions contract and work with casual labour or contractors (including hiring, co-ordinating workload and payment) to achieve specific, time-bound tasks. Actively train and coach staff on living out the seven values of Medair.
• Set performance objectives for direct report and ensuring that all other programme support staff have performance objectives set and reviewed at the end of probation and then every six months.

Quality Management

• Promote Medair e-library & other operating procedures with staff, ensuring that all standardised formats are followed.
• In conjunction with the PC and relevant Project Managers review, develop and implement (as applicable) systems to improve transparency and to detect and ultimately prevent loss or fraud. Carry out regular inspections and spot checks, both on systems and ongoing work, to ensure the best use of Medair assets and resources.

 Security Management

• Adhere to existing security procedures and contribute to continued review/adaptation of these.
• Be the Security Focal Point for Pibor when the PC is absent.
• Provide support in managing security incidents as required, including the writing of relevant incident reports.

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.

Qualifications

• Degree in subject such as Logistics/Management/Business Administration or equivalent professional/technical qualification.
• Strong working knowledge of English (spoken and written).

What is the ROC and why is it required?

Experience

• Two years post-qualification experience in a management position, preferably in a relief environment.
• Advanced planning, assessment and analytical skills.

All new deploying international staff to Medair’s country programmes (and other roles which require field travel) should be fully vaccinated with a WHO-approved COVID vaccine, supported with a COVID vaccination certificate as evidence.